Office Manager

OFFICE MANAGER

SEIU Local 521 was founded in 2007 when 5 local unions came together in the Bay Area, Central Coast and Central Valley 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 represent over 50,000 public service workers in cities, counties, courts, schools, private non-profits, special districts, and public health care.

AT SEIU LOCAL 521: Our mission is to provide our members with a voice in the workplace, in their union and in the larger community. Through our actions, we intend to create a more just and humane society. We are committed to protecting and improving the lives of workers and their families. We will work to improve and protect the services we provide to our communities. We believe that by working together as a united front, we can win better contracts and build industry power in our region.

OFFICE MANAGER Under minimal supervision, this position is the advanced journey level class of the Office Coordinator/Office Manager and is alternatively staffed. This advanced Office Manager will perform a wide variety of responsible clerical and secretarial duties for field representatives or administrative staff and deal with the volume of visitors and/or callers having a wide variety of difficult inquiries regarding the scope, function, and services of Local 521; process incoming and outgoing mail; process and maintain membership records and information; administer various discounts/benefits offered to the membership; maintain a master calendar of all field staff; assist in determining the needs of the office in relation to office supplies, equipment, and internal office procedures; in addition to providing supportive services to the rank-and-file Union leadership.

RESPONSIBILITIES: All duties listed are required but not limited to and may or may not be continuously performed or ongoing at any specific time.

• Administer various discounts/benefits offered to the membership.
• Answer routine questions, elicit information; explain procedures and policies of the organization.
• Compile statistics, material, or information as needed.
• Compile, process, maintain and send updates to Member ship/Account Clerk regarding membership application records, membership revocations and terminations and name, address, and other membership information changes.
• Compose and type letters of an advanced nature on own initiative or for assigned staff.
• Coordinate operations of office with the Director of Administrative Services.
• Create and maintain correspondence files, come-up files, grievance files, and general records for assigned staff and general office files.
• Determine whether a request for information/assistance comes within the jurisdiction of Local 521.
• Give specific/detailed information regarding programs and services available.
• Greet visitors and callers.
• Identify potentially dangerous, disturbed, or distressed persons and deal with them effectively and/or notify appropriate personnel.
• Interpret contract provisions and provide advice and information to callers where appropriate.
• Maintain and administer a petty cash fund.
• Maintain and update internal computer information and lists.
• Maintain large variety of forms.
• Maintain resource material in library.
• Maintain schedules of activities and location of staff members.
• Maintain, edit, and post information on the Local's website where web page knowledge is not required and post documents to SharePoint.
• Operate and maintain a variety of office machines and equipment computer.
• Perform efficiently under pressure of deadlines and with interruptions.
• Prepare and send out large volume mailings (e.g., new member and employee packets and information to Stewards).
• Process incoming and outgoing mail daily.
• Process Steward changes and maintains and updates Steward information and records.
• Refer calls to appropriate sources.
• Reproduce and assemble materials.
• Reserve meeting facilities, arrange for food, and/or confirm meetings as required.
• Responsible for preparing (edit, type, layout, lettering, and graphics) a variety of correspondence, bulletins, reports, leaflets, etc., from rough or clean copy.
• Return calls when possible, to save staffs time.
• Scan pictures and text in the proper formats; edit photographs.
• Take and relay messages.
• Type with speed and accuracy.
• Use discretion in giving information to members of the organization.
• Work closely with field staff to prepare for meetings by taking initiative to send out notices and prepare materials.
• Run reports from Unionware
• Performs related work as required.

ABILITY TO:

• Prioritize and coordinate work.
• Assist new field staff in understanding procedures.
• Follow and understand oral and written instructions.
• Perform general clerical and secretarial work.
• Learn specific operations of the office.
• Perform a variety of work involving independent judgment and discretion.
• Deal tactfully and courteously with members and others.
• Meet callers/visitors courteously, understand their inquiries and assist them in getting needed help.
• Use discretion and judgment in a) choosing the appropriate procedure to follow; b) completing assigned work; and c) recognizing problems, requiring referral to other persons.
• Work effectively under pressure of deadlines and with interruptions.
• Deal effectively with deadlines and office emergencies.
• Type accurately and rapidly.
• Understand, use, and maintain resource material.
• Understand and apply a body of knowledge of the organization.
• Establish and maintain rapport with widely varied ethnic, social, and philosophic groups.
• Operate a variety of office machines and equipment, including a computer.

KNOWLEDGE OF:

• Basic office practices and procedures, including filing systems, reference sources, operating standard office machines, basic word processing and use of computer.
• Responsible for style and format, grammar, punctuation, spelling, and general English usage.
• Must demonstrate proficient use of office software including the ability to perform the following tasks:
  • Microsoft Access - Create or modify queries in membership database to print labels and lists as needed for meeting notices, leaflets, reminder phone calls, and membership reports for field staff. Will create and maintain databases for special projects/tracking as requested.
  • Windows Explorer - Perform advance searches, create new folders, move, and restore files.
  • Microsoft Word - Create mail merges, perform sorts in columns and tables, and create keyboard shortcuts and auto text shortcuts, tables of content. Insert, crop, and edit graphics including changing colors, removing elements, and sending to background. PowerPoint - Create animated presentations with speaker's notes using manual or auto timing.
  • Publisher - Create leaflets/newsletters. Insert graphics, flow text into other text boxes, create watermarks.
  • Excel - Ability to create a spreadsheet with calculated fields. Must be able to format, split/merge cells, extend a series, and extend calculated fields such as a totals row. Must be able to export worksheet into Word or Access programs.
  • Outlook - Be able to set up appointments and reminder notices, receive, forward and send email.
  • Internet Explorer - Be able to perform a search.
  • As software changes, these skills may change which may require using new software.

MINIMUM QUALIFICATIONS:

• At least two (2) years of increasingly responsible secretarial and office coordination work, including one (1) year of experience in dealing with the public, being a receptionist or serving as a rank-and-file Steward of Local 521.
• Must have completed classes in editing, proofreading, grammar, and punctuation. Completed intermediate level classes in software programs listed above.
• A high degree of constancy and accuracy. Works independently with minimal direction. Anticipates needs of staff.

ADDITIONAL REQUIREMENTS: Overtime may occasionally be required. May be required to drive. Must possess a valid California driver's license; must pass a DMV check and have a good driving record; must have auto insurance that covers business driving (minimum of $100,000 per person/$300,000 per incident bodily injury liability/$100,000 property coverage); and must possess an automobile for business use.

COMPENSATION AND BENEFITS: Pay $28.84-$36.81

SEIU Local 521 employees enjoy top notch benefits including fully employer-paid family health, dental and vision insurance; a generous leave package; fully employer-paid defined benefit pension plan; 401(K); flexible savings accounts for annual health and childcare expenses; $200,000 life insurance plan; and other benefits outlined in the policies of SEIU 521.

This position is open until filled; however, the posting/acceptance of applications may close at any time.

AFFIRMATIVE ACTION EMPLOYER

Local 521 is an affirmative action employer and encourage applications from all qualified candidates regardless of race, ethnicity, age, sex, sexual orientation, marital status, religion, or disability. Local 521 works to ensure fair treatment of applicants and employees and actively enforces policies against discrimination and sexual harassment.

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