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:

Program Support:

• 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…