SEIU Local 521

Administrative Assistant

Based in San Jose, CA

 

SEIU Local 521 was founded in 2007 when 5 local unions came together in the Bay Area, Central Coast and Central Valley to form one larger, more powerful union. Together our members are building a true 21st century union fighting to empower and improve the lives of our members. We represent over 50,000 public service workers in cities, counties, courts, schools, private non-profits, special districts, and public health care.

AT SEIU LOCAL 521: Our mission is to provide our members with a voice in the workplace, in their union and in the larger community. Through our actions, we intend to create a more just and humane society. We are committed to protecting and improving the lives of workers and their families. We will work to improve and protect the services we provide to our communities. We believe that by working together as a united front, we can win better contracts and build industry power in our region.

Administrative Assistant: Under minimal supervision, this position is the advanced journey level class of the Secretary/Administrative Assistant. This advanced secretary is filled by a person who shows a great deal of initiative in coordinating and following through on work assignments. Requires thorough knowledge of the Local’s operations policies and procedures and ability to communicate these effectively to other staff. She/he can perform all the standard administrative duties with independence but also uses program knowledge to provide pro-active services. Works as a team with directors and other staff to meet the goals of the Local. Must adapt well to change, be able to work from oral instructions and be flexible and service-oriented in a demanding environment.

RESPONSIBILITIES: All duties listed are required but not limited to and may or may not be continuously performed or ongoing at any specific time.

• Assist new field staff in understanding procedures.
• Assists team with ordering office supplies and submit to manager for purchases.
• Compile statistics, material, or other information as needed.
• Compose and type letters of an advanced nature.
• Create and maintain correspondence files, come-up files, grievance files, and general records for assigned staff and general office files.
• Create and maintain databases and spreadsheets.
• Maintain, edit, and post information on the local’s website where web page knowledge is not required and post documents to SharePoint.
• Operate standard office machines and equipment, including a computer.
• Perform clerical and secretarial services and/or routine typing for others as required.
• Perform efficiently under pressure of deadlines.
• Prioritize work to complete assignments within time limits.
• Process death gratuity claims and/or scholarship program applications of the International Union.
• Relieves front desk as needed by answering phones, taking messages, dealing with visitors, answering questions, and furnishing information of an advanced nature.
• Reproduce and assemble materials.
• Reserve meeting facilities arrange for food, and/or confirm meetings as required Coordinate meetings and actions with staff.
• Responsible for preparing (edit, type, layout, lettering, and graphics) a variety of correspondence, bulletins, reports, leaflets, etc., from rough or clean copy.
• Return calls when possible to save assigned staffs time.
• Type with speed and accuracy.
• Work closely with staff to prepare for meetings by taking initiative to send out notices and prepare materials.
• Reminds staff and director of deadlines and procedures.
• Performs related work as required.
• Run reports from Unionware
• Office practices and procedures, including filing systems, reference sources, operating standard office machines, word processing and computer operation.
• Responsible for style, format, grammar, punctuation, and spelling and general English usage.
• Must demonstrate proficient use of office software including the ability to perform the following tasks:
• As software changes, these skills may change which may require using new software.
• Create and maintain databases for special projects/tracking as requested.
• Microsoft Access - Create or modify queries in membership database to print labels and lists as needed for meeting notices, leaflets, reminder phone calls, and membership reports for staff.
• Microsoft Word - Create mail merges, perform sorts in columns and tables, create keyboard shortcuts and auto-text shortcuts, tables of content. Insert, crop, and edit graphics including changing colors, removing elements, and sending to background.
• PowerPoint - Create animated presentations with speaker’s notes using manual or auto timing.
• Publisher - Create leaflets/newsletters. Insert graphics, flow text into other text boxes, create watermarks.
• Excel - Ability to create a spreadsheet with calculated fields. Must be able to format, split/merge cells, extend a series, and extend calculated fields such as a totals row. Must be able to export worksheet into Word or Access programs.
• Outlook - Be able to set-up appointments and reminder notices, receive, forward and send email.
• Windows Explorer - Perform advance searches, create new folders, move, and restore files.
• Internet Explorer - Be able to perform a search.

MINIMUM QUALIFICATIONS:

• At least two (2) years of increasingly responsible secretarial work.
• Ability to work overtime; Overtime will occasionally be required.
• Follow and understand and act on oral and written instructions.
• Perform advanced clerical and secretarial work.
• Learn specific operations of the office.
• Deal tactfully and courteously with members and others.
• Use discretion and judgment in a) choosing the appropriate procedure to follow; b) completing assigned work; and c) recognizing problems requiring referral to other persons.
• Work effectively under pressure of deadlines.
• Type accurately and rapidly.
• Understand and apply a body of knowledge of the organization, which directly relates to the work performed.
• Operate a variety of office machines and equipment, including a computer.
• Office practices and procedures, including filing systems, reference sources, operating standard office machines, word processing and computer operation.
• Responsible for style, format, grammar, punctuation, and spelling and general English usage.
• Must demonstrate proficient use of office software including the ability to perform the following tasks:
• As software changes, these skills may change which may require using new software.
• Create and maintain databases for special projects/tracking as requested.
• Microsoft Access - Create or modify queries in membership database to print labels and lists as needed for meeting notices, leaflets, reminder phone calls, and membership reports for staff.
• Microsoft Word - Create mail merges, perform sorts in columns and tables, create keyboard shortcuts and auto-text shortcuts, tables of content. Insert, crop and edit graphics including changing colors, removing elements and sending to background.
• PowerPoint - Create animated presentations with speaker’s notes using manual or auto-timing.
• Publisher - Create leaflets/newsletters. Insert graphics, flow text into other text boxes, create watermarks.
• Excel - Ability to create a spreadsheet with calculated fields. Must be able to format, split/merge cells, extend a series, and extend calculated fields such as a totals row. Must be able to export worksheet into Word or Access programs.
• Outlook - Be able to set-up appointments and reminder notices, receive, forward and send email.
• Windows Explorer - Perform advance searches, create new folders, move, and restore files.
• Internet Explorer - Be able to perform a search.
• Must have completed classes in editing, proofreading, grammar and punctuation.
• Completed intermediate level classes in software programs listed above.
• A high degree of constancy and accuracy.
• Works independently with minimal direction.
• Ability to anticipate needs of staff.

ADDITIONAL REQUIREMENTS: Must possess a valid California driver’s license; must pass a DMV check and have a good driving record; must have auto insurance that covers business driving (minimum of $100,000 per person/$300,000 per incident bodily injury liability/$100,000 property coverage); and must possess an automobile for business use.

COMPENSATION AND BENEFITS: $24.96-31.85 Hourly Pay to commensurate with experience. SEIU Local 521 employees enjoy top notch benefits including fully employer-paid family health, dental and vision insurance; a generous leave package; fully employer-paid defined benefit pension plan; 401(K); flexible savings accounts for annual health and childcare expenses; $200,000 life insurance plan; and other benefits outlined in the policies of SEIU 521.

TO APPLY: https://www.seiu521.org/who-we-are/work-with-us/

This position is open until filled; however, the posting/acceptance of applications may close at any time.

AFFIRMATIVE ACTION EMPLOYER
Local 521 is an affirmative action employer and encourage applications from all qualified candidates regardless of race, ethnicity, age, sex, sexual orientation, marital status, religion, or disability. Local 521 works to ensure fair treatment of applicants and employees and actively enforces policies against discrimination and sexual harassment.