International Association of Sheet Metal, Air, Rail and Transportation Workers

Administrative Assistant
Microsoft Specialist

Based in Washington, DC

 

Level: Four
Department: Jurisdiction
FLSA Classification: Non-Exempt, Bargaining Unit Position
Reports to: Manager of Membership Services & Office Manager
Supervises: None

BASIC FUNCTION
Under the direction of the Director of Business and Management Relations and Chief International Representative, the Administrative Assistant-Microsoft Specialist performs a variety of administrative support, analytical and data entry functions including keeping an accurate record of SMART’s Contract database and Jurisdictional Library and assists with Job Bank and Organizing/Salting databases.

Job Skill Requirements

• Microsoft Office Specialist (MOS) certified, with Microsoft Excel Expert and Outlook Specialist certifications or verified proficiency.
• Knowledge of correct English usage, spelling, grammar, punctuation, and vocabulary
• Practical experience using Microsoft Excel, Word, Outlook, and Teams.
• Experience with SMART Base highly preferred

Ability Requirements

• Good analytical and communication skills
• Knowledge of standard office practices, procedures, and equipment
• Recordkeeping techniques; operations, procedures, specific rules, and precedents of the office. This function requires knowledge and independent judgment.
• Communicate professionally with all employees, customers, and vendors.
• Compose correspondence and written materials independently.
• Respond courteously and professionally to phone calls and electronic inquiries and assess urgency.
• Handle multiple projects and deadlines effectively.
• Well organized and accurate
• Good and punctual attendance

SPECIFIC JOB DESCRIPTION

1. Provide administrative support to the Director of Business and Management Relations, Chief International Representative, and International Representatives.
2. Coordinate and maintain database of all SMART/Local Union contracts including addendums, letters of understanding, signature pages. Enter newly signed employers’ contact information, coordinate with SMW NPF and local unions, review agreements for SMART minimum basic requirements, and assist SMART staff in retrieval of archived documents.
3. Coordinate and maintain Jurisdictional Library database of 100,000+ letters of assignment, decisions of record, arbitrators’ jobsite decisions, international craft agreements and relevant craft correspondence. Coordinate with local union users and with SMART Directors.
4. Provide backup on SMART Job Bank. Enter new available jobs, coordinate with job site local unions, enter pertinent data on SMART website, register SMART unemployed members, process referral applications, purge, and update records, assist in processing appeals, register welder and their certifications. Coordinate upgrades and repairs with IT support vendor.
5. Provide backup on SMART’s Organizing/Salt database. Scan, file, and link forms, creating files for each salt and locals. Coordinate electronic correspondence with local unions and salts. Review for benefit issues and deadlines with SMW NPF and prepare forms for Department Director(s).

EDUCATION AND EXPERIENCE

• Work requires a general educational background normally equivalent to a high school education.

LICENSES AND OTHER REQUIREMENTS

• None

WORKING CONDITIONS
Environment – Office environment; constant interruptions

Physical Abilities –Keyboarding to enter data into a computer terminal for extended periods of time; Dexterity of hands and fingers to operate a computer keyboard; Kneeling or crouching, reaching overhead, above shoulders and horizontally and bending at the waist to store and retrieve files; Hearing and speaking to exchange information; Seeing to read various materials; Lifting light objects.

How to Apply:
Send your résumé and cover letter to psandhu@smart-union.org.