SEIU 1021

Administrative Specialist
Oakland (posted 8/10/21)

Post

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. 

Location: Oakland

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 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 improve ways of working

Strives for excellence and efficiency  

Ability to adjust priorities.  Approaches change positively and adjusts behaviors accordingly.

Salary and Benefits:  Salary starts at $27.60 and is based on qualifications and experience. SEIU Local 1021 offers a competitive and comprehensive benefits package. Including fully employer-paid family health coverage (including domestic partners), life insurance, a defined-benefit pension plan, 401(k) plan, and generous paid leave time.   This position is represented by OPEIU Local 29.

To Apply: Mail or email a cover letter. Include a detailed resume and the names, addresses, and phone numbers of three (3) references to: Human Resources Coordinator, SEIU Local 1021.  Mailing address: SEIU Local 1021, 447 29th Street, Oakland, CA 94609, or email your resume to: jobs@seiu1021.org.  Indicate the position you are applying for in your cover letter. This position is open until filled; however, the posting/acceptance of applications may close at any time.    No phone calls, please.

Hiring: We are committed to hiring staff who reflect our membership and model the unity and equity that we seek to create in our country. For example, women, LGBTQI, people of color, and immigrants are strongly encouraged to apply.

Equal Opportunity Employer:  SEIU Local 1021 is an equal opportunity employer and encourages applications from qualified candidates of all races, ethnicities, ages, sexes, sexual orientations, marital statuses, religions, or who have a disability. Local 1021 is committed to ensuring fair treatment of applicants and employees and actively enforces policies against discrimination and sexual harassment.