United Food and Commercial Workers

Administrative Support Specialist

Based in Washington, DC
(on-site)
ufcw.org

 

Organization:
The UFCW is a dynamic union with members in all 50 states, U.S. territories and Canada. Our members work in grocery stores, non-food retail, food processing, meat processing, distillery and cannabis industries, as well as have footprint in state and local government, healthcare, light manufacturing and warehouses. UFCW members face fights for workplace safety, healthcare, higher wages, fair scheduling and paid sick days/paid leave. We work aggressively to advocate for our members’ benefits at the local, state and national levels.

Location:
Washington, DC (on-site)

SUMMARY
The Administrative Support Specialist manipulates data for analysis and presentations using software relative to the needs of the staff as well as provides other administrative support to the Negotiated Benefits Department, Capital Stewardship Office, and the Occupational Safety and Health Office. The incumbent must be able to work with a minimum of supervision and to exercise independent judgment in the prioritization of his/her responsibilities and the work organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Include the following. Other duties may be assigned. This list is not exhaustive and may be supplemented.

• Regularly manipulates data for analysis and presentations by performing standard and complicated document processing operation such as presentation, reports, spreadsheets and other documents using specific software such as Word, Excel and Power Point.
• Annually collects, logs, and inputs the data from approximately 150 Health and Welfare and Pension Funds from all regional offices, national funds and RWDSU to update the Health & Welfare and Pension database.
• Assumes administrative and secretarial duties for the professional staff which include, but are not limited to typing, preparing and submitting expense vouchers and itineraries, preparing check requests/deposits and wire transfers, filing, faxing, answering and routing telephone calls, taking dictation, composing and proofreading correspondence, coordinating mass mailings, scheduling appointments, creating and updating calendars, and arranging travel schedules.
• Corresponds with hotels regarding the planning meeting space, preparing meeting rooms, catering, audio/visual requirements and supplies for department and program sponsored meetings. Arranges shipment for all materials to conference/program site, reconciles final bills, prepares check requests, and maintains active files for all programs/conferences.
• Performs administrative duties associated with the Director’s seat on various Health and Welfare and Pension Funds, as well as affiliations and liaisons with various Councils and Committees.
• Provides daily telephone coverage for the professional staff of the National Bargaining Department, as well as administrative and secretarial support during absences, emergencies, and heavy workflow periods.
• Maintains the filing systems for the Negotiated Benefits Department and Occupational Safety and Health Office, including preparing records for retention, complying with the records retention schedule, and coordinating records activities with the Records Manager.
• Must develop and maintain courteous and effective working relationships with employees at all levels of the organization as well as representatives of external organizations.
• Must be punctual and timely in meeting requirements of performance, including, but not limited to, attendance requirements and work deadlines.
• A normal work schedule is 8:30 a.m. - 4:30 p.m. however, long and/or irregular hours may occur. Physical attendance is required.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Education and/or Experience
Five years of related (same level or slightly progressive) administrative, database management and the Microsoft Suite experience. An understanding of UFCW Headquarters and field structure, policies, and procedures is desirable.

Computer/Software Skills
Advanced technical skills in Microsoft Word and PowerPoint, Excel and PowerPoint required. Ability to learn new computer technology.

Communication Skills
Excellent oral, written and interpersonal communication skills are required.

Other Knowledge/Skills/Abilities Required

• Strong organizational and time management skills (planning, managing priorities and follow-through). Must be able to work independently and as part of a team. Must be able to multi-task and demonstrate a strong attention to details. Must be self-directed.
• Must have strong analytical skills and make decisions (identifying, evaluating, formulating, and implementing). Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Must have the capacity to keep up to date with technical aspects of the job.

Job Demands
Long or irregular hours may be required.

Working Conditions
The work is performed in a normal office environment where the noise level is usually moderate. The work atmosphere is deadline oriented.

Physical Demands
The position involves, but is not limited to, written and oral communications skills, use of computer keyboard, close vision, sitting for long periods, stooping, bending and reaching.

Compensation:
Salary Range: $59,585 - $74,632

The UFCW provides a very generous benefits package, including:

• Comprehensive health insurance coverage.
• Life insurance provided with the ability to purchase supplemental life insurance at favorable rates.
• Retirement Savings Account.
• 401(k) plan with employer matching.
• Pension plan.
• Dependent care reimbursement account program.
• Health care reimbursement account program.
• Transportation program benefits.
• Three weeks of paid vacation, 12 days of paid short-term sick leave, Extended Sick Leave program, paid parental leave.
• Prepaid Legal Plan (for DC/MD/VA only).

Duration:
This is a full-time position; posting closes when the position is filled.

Vaccination Requirement: The UFCW requires all employees to be fully vaccinated against COVID-19 as a condition of employment, consistent with applicable law. Any request or questions may be submitted to hrcovid@ufcw.org.

To Apply:
Submit cover letter, résumé to: humanresources@ufcw.org    

*Skills assessments with passing scores are required as part of our pre-employment process. *

Reasonable accommodations will be provided pursuant to the state and federal laws.