Administrative Specialist

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 areself-motivated individuals who enjoy working with a passionate and collaborative team, providing outstanding service to our members, and continually contributing to the Local’sorganizational processes and culture.

This position’sessential 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 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 ofthe Local’s administrative requirements such as Activity report sand expense report filing;
• Ability to locate, retrieve, cross-reference, and assess reliability of a wide variety of information both internally and externally;
• Participate in problem-solvingto 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.

• Assist in the research and coordination of logistics and datafor event planning, meetings, and travel;
• Consult with supervisor to assess and understand the needsfor 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, includingpre/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.

• Provide direct clerical/administrative support to Local staff, such as typing or proofreading;
• a variety of correspondence, reports, flyers, pamphlets orother 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; orforward 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; collect sand prepares outgoing mail;
• Responsible for using all copier equipment including high volume copy machines, fax services, postage meter, and…