SECRETARY 8, 1199SEIU
2 weeks ago
ASSIGNMENT: New York
AREA: Delegates Department
REPORTS TO: Director
CLASSIFICATION: Permanent/Limited
ANNUAL SALARY: $61,932.05
NO. OF POSITIONS 1
About 1199SEIU UHWE
With over 450,000 members throughout Massachusetts, New York, New Jersey, Maryland, Florida, and
Washington, DC, 1199SEIU is the largest and fastest-growing healthcare union in the nation. Since our
founding in 1932, our mission has been to stand up for quality healthcare, good jobs and social justice for
all. Dr. Martin Luther King, Jr. called 1199 his favorite union and referred to us as the authentic conscience
of the labor movement. Over the years 1199 has won some of the highest standards for healthcare workers
in the country, including good wages and benefits, safe staffing, paid time off, secure retirement, model
childcare and education benefits and a real voice work in the workplace. Our members are highly politically
engaged and active, so we have the strength to advocate with government and elected officials for our
patients, families and communities. We are affiliated with the Service Employees International Union
(SEIU) which has over 2 million members and is the largest labor union in North America.
Union-wide and Departmental assignments Work with the Director to schedule division and area
meetings to prepare and train union staff for upcoming delegates elections, including updating
skeletal charting. Follow-up by collecting and maintaining records of all meetings, including new or
updated skeletal charts. Compile, maintain and organize all departmental protocols and updates to the
Guidelines to Delegates Elections. Maintain records of all Helpdesk tickets to MIS with the ability to
track re-occurring issues. Maintain records of all departmental equipment maintenance, repairs, and
special orders. Maintain payroll information such as scheduled time off, absentee, vacation, and sick
time for the Delegate's staff, compiling the information and forwarding it to the Director on a weekly
basis.
Delegate Elections: Work closely with organizing staff, generating and process in-person and virtual
delegates elections using the Delegates database and the Unions voting service Election Buddy.
Create, distribute, and collect virtual delegates petitions. Educate all parties about the delegate
election rules and deadlines in our SEIU1199 Constitution and Delegate Election Guidelines,
reminding them of such as needed. Host MS Teams meetings with staff, candidates, and members of
the chapter election committee.
Charting and Reports: Working closely with organizing staff, create and update the skeletal
charting using Excel and pivot tables as needed. Prepare reports from the Delegates Database or One
Voice for Officers, Organizers and Contract Administrators.
Event Planning: Set up monthly delegate assemblies and other events, including in-person
assemblies, virtual assemblies, and hybrids. Collaborate with the hosting division(s) and other
involved departments, (Communications, Finance, Membership, and MIS) as needed. Collect and
provide all contact data needed for email, text invitations and robo-calls. Learn to use the email
service provider, Constant Contact.
Event Registration and Distribution: Greet and register delegates, guests, and staff members
courteously at delegate assemblies and other union events. Determine and distribute the delegate's
travel and meal reimbursement with the Finance department. Take attendance and enter in One Voice.
When needed, identify the delegates needs, and direct them to the proper person and/or office.
Maintain crowd control and distribute union material. During virtual delegates assembly, act as
meeting organizer.
Photo ID & Retirement Plaques: Move, assemble, and operate Photo ID system for delegates
badges at assemblies and other events as needed. Working closely with organizing staff, provide
sample language for retirement plaques and process orders through to delivery.
General Office Duties Screens and routes incoming calls and emails to appropriate
divisions/departments, answer general questions, make referrals, provide information, and take
messages. Prepare, submit, and follow up on check voucher request. Maintain and order office
supplies. Maintain departmental filing and reporting systems in the common drive. Perform various
other clerical functions for the staff and director including copying, faxing and extensive filing over
duties in the absence of other Secretary 8 staff, the Delegate Assistant and/or the Delegate
Technical Assistant. Perform other related duties as assigned.
QUALIFICATIONS:
High school diploma or its equivalent, some college preferred; At least 2 to 5 years of secretarial
experience; Excellent math skills; Strong computer skills with proficiency in MS Excel, Teams, Word,
Power Point and Outlook. Must be able to learn to use in-house software and databases, including Delegates
Database, Union Ware and One Voice as well as additional software including Election Buddy, Constant
Contact, Microsoft Project, Planner and Excel Macros. Typing skills of 25 words per minute; Excellent
verbal and written communication; Ability to maintain a good working relationship with all co-workers,
members, and the general public; Ability to organize and prioritize all work assignments; Ability to work
independently and carry out assignment to completion with minimum instructions and oversight; Ability to
work overtime when required.
GENERAL INFORMATION:
The above statements are intended to describe the general nature and level of work being performed by
persons assigned to this title. They do not include all job duties performed by employees in the title and
every position does not necessarily require the same duties.
1199/SEIU is an equal opportunity employer.
All interested persons meeting the minimum qualifications are encouraged to submit a cover letter and resume via email
to jobs@1199.org. Please include the job title on the subject line.
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