Administrative Assistant

Administrative Assistant Affiliate: AFSCME Pennsylvania Council 13

Location:

Harrisburg, PA (Executive Office) Salary:
Starts at Competitive Salary Posting Date:
March 19,

AFSCME Council 13 is the public service union for Pennsylvanians, representing more than 50,000 workers across the Commonwealth. Council 13 members care for the vulnerable and elderly, allow students to focus on learning in schools and universities, run correctional facilities around the clock, maintain safe drinking water, ensure the state’s libraries, museums, roads, parks, and game lands are accessible to the public, and make Pennsylvania run in countless other ways.

Our union organizes for dignity and respect and fights for a real voice on the job for public service workers and the services we provide.

The Administrative Assistant position provides scheduling, communications, and advanced-level administrative and secretarial support by monitoring and improving workflow. The position is responsible for multiple “standalone” administrative office functions that provide critical support for headquarters operations and ensures overall coordination of daily administrative activities of the Deputy Administrator and other departmental heads as assigned. Supports Council 13 programs by overseeing office functions;

gathering, synopsizing, and sharing information on a program/project basis; and relaying and facilitating program information and actions. Keeps the Deputy Administrator and applicable department heads abreast of daily activities, the status of project activities, performing follow-up procedures and directing office support personnel.

Candidates must be able to handle sensitive, confidential and controversial matters on a continuing basis for management staff. Will also demonstrate professionalism, exercise independent judgment, and efficiently manage multiple tasks in a complicated work environment characterized by unpredictable situations. Work is performed with significant independence and limited review. The ability to maintain confidentiality is an essential part of this role.

• Actively promotes Council 13’s vision for building strength and achieving growth.
• Ability to interpret and make sound, independent decisions in accordance with information derived from union policies, procedures, directives, priorities, issues and commitments made by Council 13.
• Streamlines routine administrative details for the Deputy Administrator, such as: setting up meetings, monitoring regional submissions for field operations as well as other activities, and checking documents for accuracy and conformance to policies and standards. Proactively handles all details of the Deputy Administrator’s and/or other senior managers’ upcoming workload.
• Oversees and maintains departmental filing systems, such as PERB filings and correspondence, sector and statewide unit files, and documents attached to special projects or campaigns.
• Uses sound judgment and knowledge of changing situations, which may be related to: adjusting and expediting travel and meeting schedules, redirecting the scope of a project; adjusting the workflow based on evolving priorities; or conveying tasks to field offices or Headquarters where appropriate.
• Provides support for virtual trainings, such as scheduling, creating meetings and invitations, confirming registrations, and sending training materials or certificates.
• Books hotel and flight reservations for select staff. Assists with larger convention, conference, or training reservations, including setting transient rates.
• Ability to establish and maintain effective working relationships with superiors, other employees, officials, union members, and the public.
• Maintains a daily “tickler” file and keeps managers aware of issues, deadlines or meetings.
• Contributes to, and administratively oversees, weekly and supplemental field updates to ensure accurate, actionable, and timely tracking of activity. Ensures reporting adheres to formatting and other guidelines and proactively seeks information by anticipating questions related to memo items.
• Develops and maintains an automated…