Field Office Assistant I

4 weeks ago

Pittsburgh, United States AFSCME Full time
DUTIES:
  • Performs administrative duties, receives visitors, determines needs and assists where appropriate.
  • Receives, opens, date stamps and distributes mail. Prioritizes Area Director's or other support staff mail and handles routine requests.
  • Prepares correspondence such as letters, memos, reports and other documents according to guidelines. Proofreads for accuracy, grammar, and punctuation. Duplicates and circulates documents.
  • Prepares APT forms, ensuring accuracy of EAF numbers and forwards to the International for processing.
  • Inventories and orders supplies.
  • Makes hotel and airline reservations as requested. Prepares travel itinerary and confirms all plans.
  • Makes arrangements for conferences and organizing meetings.
  • Assists in preparation of APTs for submission to headquarters for processing. May serve as a liaison to vendors to resolve payment discrepancies.
  • Enters and tracks attendance, expense reports, travel authorizations, and leave requests. Filing as needed.
  • Maintains postage meter machine.
  • Establishes and maintains office files and follows the established archive retention schedule.
  • Maintains monthly and quarterly project reports. Responsible for follow-up with staff on budget and recordkeeping needs.
  • Maintains electronic files for organizing and budgetary purposes (includes entering new data, updating or modifying existing data and ensuring quality control of record entry).
  • Runs various pre-established reports from budgetary and organizing files. Creates or modifies file and report formats.
  • Uses Microsoft Office software for letters, reports and basic leaflets.
  • Performs standard file maintenance to ensure that information is protected from loss.
  • May process dues; and transmit appropriate payment and documentation to the International Union, chapters or locals, central labor councils, and insurance carriers.
  • Performs other assigned duties as required.

REQUIREMENTS:

Education & Experience:

High school graduate or equivalent and office experience, including the proficient use of software programs to provide the following knowledge, skills and abilities.

Skills:

  • Knowledge of office equipment, such as copier, scanner, telephone and fax machines and other similar machinery.
  • Knowledge of office practices and procedures.
  • Knowledge of grammar, spelling, and punctuation to proofread and compose simple correspondence.
  • Proficiency in the use of Microsoft Word, Outlook, and Excel.
  • Ability to perform simple mathematical computations.
  • Communication skills sufficient to exchange routine information.

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