Administrative Specialist

SEIU Local 1021 Administrative Specialist

SEIU Local 1021 was founded in 2007 when 10 local unions came together in northern California 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 are 60,000 strong—organizing and representing public service workers in cities, counties, courts, schools, private non-profits, special districts, public health care, and nursing. We are looking for energetic, hardworking staff that are committed to real change, who believe in the value of work and the value of public services, and who want to be part of the team that wins for workers, their families, and their communities.

Location: Oakland

Summary: Working under the direction of the Clerical & Facilities Supervisor or an Administrative and Operations Coordinator, the position provides senior-level administrative support and programmatic assistance to field and program activities to meet SEIU's goals and to support the transformation of our Local. Administrative Specialists are self-motivated individuals who enjoy working with a passionate and collaborative team, providing outstanding service to our members, and continually contributing to the Local's organizational processes and culture.

Essential Responsibilities:

This position's essential responsibilities are to provide program, event, administrative, and team/colleague support to the Local. The Administrative Specialist duties listed below are representative of the position:

• Provide logistical and staff/member support for union strikes, actions, member meetings, trainings, events, and conferences
• Assists in the coordination of political and legislative support activities
• Answer member questions about union contracts, benefits, on-the-job rights, and union participation, including membership status/dues
• Use professional communication skills to compose both internal and member communications
• Work with the staff team to prepare materials and schedule meetings/calls to support our members
• When required, attend and participate in department meetings, assisting in agenda preparation, taking, typing, and distributing minutes
• Assist in orienting staff understanding of and compliance of the Local's administrative requirements such as Activity reports and expense report filing
• Ability to locate, retrieve, cross-reference, and assess the reliability of a wide variety of information both internally and externally
• Participate in problem-solving to identify systemic (organizational, processes, and systems) problems/issues, and define and present solutions
• Promote the Local by actively outreaching to staff and act as a resource on MRC tools and resources

Meeting & Logistical Support:

• Assist in the research and coordination of logistics and data for event planning, meetings, and travel
• Consult with supervisor to assess and understand the needs for the event; areas of discussion and consultation include technical needs, staffing, meeting rooms, hotel rooms, catering, signage, programs, display areas, and other specialized requirements
• Provide event and meeting planning support, including pre/post-event task
• Approach work with effective organizational skills and attention to detail in order to meet multiple, often quickly moving deadlines
• Successfully, collaboratively and efficiently organize/prioritize multiple assignments, demonstrate flexibility in a positive, productive manner, and identify needs for additional support
• Coordinate compilation and distribution of written and other materials and supplies for meetings
• Coordinate the travel arrangements and expense protocols for participating staff

Administrative Support:

• Provide direct clerical/administrative support to Local staff such as typing or proofreading a variety of correspondence, reports, flyers, pamphlets, or other documents; maintain the control of department files and records
• Responds orally and in writing to general inquiries based on knowledge of the Local's programs, policies, and procedures; or forward to the appropriate staff
• Proofread a variety of written materials for typographical, grammatical, and stylistic errors
• Schedule, coordinate and maintain calendar appointments
• Organize and coordinate internal staff meetings and conferences
• Support the on-boarding and general orientation of new staff
• Establish and maintain hard copy and/or electronic filing system
• Screen/route telephone calls, independently answer inquiries, accurately record messages; and ensure appropriate staff members receive messages and inquiries
• Receives and screen visitors; determines needs and personally handles routine inquiries or requests
• Distribute incoming mail and packages to designated drop points as well as office supplies and fax transmissions; collects and prepares outgoing mail.
• Responsible for using all copier equipment including high volume copy machines, fax services, postage meter, and personal computer to support assigned department
• Maintain centralized supply ordering, contract expiration tracking, campaign tracking, and day-to-day facilities maintenance
• Set up and maintain presentations, reports, or spreadsheets; copyedit documents, as needed

Technical Support:

• Responsible for proficiently using, serving as a resource, providing technical support to staff, and assisting on the adoption of the Local's technology platforms
• Enter information into and retrieve information from the organization's technology platforms, including membership database
• Create MS Excel spreadsheets; using formulas, sorting functions, and handling numerical data accurately
• When required, research the Internet and other sources to complete assignments
• May type contracts, prepare mass mailings, set up and design materials, leaflets, pamphlets and brochures, and may perform other duties of a graphic designer
• Provide support to staff when technical support is needed (e.g. coordinate with IT Department when equipment malfunctions)

General Operations:

• Assist in enhancing workflow processes to increase productivity and service to members
• Manage and complete special projects as assigned, including research and planning
• Responsible for interacting and providing professional-level administrative support to Local management and union members
• Respond to member inquiries including the necessary coordination and calculation of time required to complete the requested task
• Provide input and recommendations to enhance the operation and effectiveness of the department
• Participate in meetings, actions, presentations, and trainings
• Assist in the coordination and participation in labor union activities such as encouraging non-members to become members by assisting with new member sign up and COPE campaigns
• Updates job knowledge by participating in educational opportunities and proactively seeks ways to stay informed on cutting edge trends that could benefit the department
• May provide cross-training to other Operations staff
• Perform other duties as assigned

Minimum Qualifications and Special Skills:

Bachelor's degree or High School diploma with a minimum of three years' experience in an office-based clerical setting

Secretarial and administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods

Proficient in Microsoft Excel and Microsoft Office Suite; intermediate computer skills including using a database and calendaring software, and have the ability to learn new software quickly

Outstanding data entry skills

Accurate typing skills over 45 words a minute

Effective organizational skills, attention to detail, accuracy and follow-through

Experience working under limited supervision, in an environment of rapidly changing priorities, deadlines, and frequent interruptions.

Effective communication and interpersonal skills necessary to interact professionally with culturally and linguistically diverse staff

Problem-solving and decision-making skills necessary to identify and make recommendations for administrative problems

Ability to be self-motivated and flexible, exercising discretion and mature judgment in handling union information, as well as personnel interactions

Excellent punctuality and attendance

Applicants must successfully complete a clerical skills assessment test

Core Competencies: The following competencies have been identified as critical for success in the role and will be referred to during the selection process

Commitment to helping our members' current and future needs. Always providing prompt and courteous service

Willingly shares expertise and important or relevant information with team members

Clearly conveys information and ideas to individuals and groups through a variety of communication methods

Continually seeks to improve work processes. Demonstrates the ability to use systems and technology to