Confidential Administrative Assistant – Los Angeles

Position: Confidential Administrative Assistant

Classification: Salary Non – Exempt

Position Summary:

The Administrative Assistant provides administrative services in support of the United Healthcare Workers-West divisions, membership and staff to accomplish the division or department’s goals.

Essential Job Functions:

General Responsibilities

1-    Assists the Director in tracking and monitoring staff compliance with department and Union programs such as membership drives, COPE fundraising, petition drives, and membership mobilization.

2-    Creates, updates and maintains databases including membership and COPE lists, organizing lists, stewards and leadership lists, grievance lists, arbitration lists, and employer lists.  Uses the front end of main frame computer lists.

3-    Assists the Director in orienting, tracking and monitoring staff understanding of and compliance with Department and Union’s administrative requirements such as Activity reports, attendance records, expense reports’ filing.

4-    Attends and participates in weekly and monthly meetings of Department Staff, assisting in agenda preparation, taking, typing and distributing minutes, and follow up work from meetings.

5-  Prepares materials, including confidential and urgent correspondence for Director, letters, fliers, forms, announcements, newsletters, etc. for all Department and Union activities and coordinates mailings.

6-  Establish and maintain hard copy and/or electronic filing system

7-    Receives member requests and complaints (telephone and walk-in) and refers to appropriate staff for resolution.

8-    Receives mail and phone calls for Director.

9-    Maintains personnel files for Department staff.

10- Maintains adequate office supplies for the Department in the assigned office(s)

11- Works on special projects as assigned by immediate supervisor

12- Assists in the implementation and coordination of political and legislative support activities.

13- Coordinates travel arrangements.

Qualifications:

1-   Expertise using Microsoft programs, including Word, Excel, Power Point and Access

2-   Demonstrated ability to type 55 wpm

3-   Knowledge of standard business documents and table formatting to prepare materials accurately

4-   Ability to set up and maintain Excel spreadsheets; the ability to setup Access databases

5-   Proficiency using the Internet as a research tool

6-   Experience composing grammatically correct correspondence, and editing drafts to correct grammar, spelling and punctuation

7-   Excellent organizational skills

8-   Ability to communicate and relate respectfully with a diverse membership and staff

9-   Commitment to provide accurate, efficient and friendly service to staff and members

10-Ability to exercise independent judgment to solve operational problems

11-Ability to manage multiple and competing priorities and work well under pressure

12- Excellent punctuality and attendance

13- Bilingual skills highly desirable

14 – Able to create, plan, develop, and implement programs and systems to further Union goals.

Physical Demands:  Sitting at a computer workstation for extended periods (up to four hours at a time) typing. Lifting up to 20 pounds. Work long and irregular hours including nights and weekends.  

Relationships:  The Administrative Assistant works closely with and interacts with Union members, unorganized workers, employers, government officials, the Executive Board members, officers, other staff, staff from other labor organizations and grassroots organizations.

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