Administrative Assistant Labor Relations and Legislative Affairs

 

TITLE:                                 PROGRAM SPECIALIST                

Start Date                            December/January 2024-2025

DEPARTMENT:                 Labor Relations /Legislative Affairs             

REPORTS TO:                   Director of Labor Relations and Governmental Affairs/ Executive

                                                Director

 SUMMARY OF FUNCTIONS:

 

The Program Specialist performs administrative duties for the Director of Labor Relations and the Legislative Affairs Department.  This position supports, interprets, and promotes the philosophy and objectives of the Florida Nurses Association and the FNA Labor Program and the Governmental Affairs program. This staff member also performs other clerical duties as delegated by senior staff.

 

MAJOR DUTIES AND RESPONSIBILITIES:

 

I.  Labor Relations Program Specialist

a.                 Take calls from Collective Bargaining (CBU) members (route to proper person or take  

            message if unable to assist)

b.                 Follow up on undeliverable mail for CBU members

c.                 Keep the membership database as up to date as possible for CBU members.

d.                 Keep CBU Elected officials updated with Rosters/New members/

e.                 members/Terminated members

f.                  Send out Unit Conference Call reminder notices to specific Unit member representatives

g.                 Keep ongoing list of unit representatives and send in names to proper management and save

           on the network in proper folders

h.                 Maintain schedule of Labor Relations Employment Council (LERC) Today publication

i.                   Design layout for LERC Today from FNA Newsletter and mail out via electronic means

j.                   Make new members packets for Health Care Professionals (HCP)and CBU members.   

k.                 Update on BU Payroll App

l.          Coordinate mailing for all unit elections.

m.        Coordinate mailings for Contract Ratifications

n.         File Annual LM- 4 reports for each unit after receiving data from unit officials

o.         Execute all email blasts for FNA Units.

p.         Perform various administrative duties as needed

 

                                                                                             

II.    Governmental Relations Program Specialist

a.                 Coordinate with FNA Lobbyist to keep Membership database updated with Legislators most

            recent information (Excel file)

b.                 Coordinate Florida Nurses Political Action Committee (FNPAC) mailings

c.                  Work with Bookkeeper to mail out FNPAC endorsement checks/fundraiser checks

d.                  Send out invitations to FNA Legislative events

e.                  Maintain list of Legislative Action Team Members and FNPAC Trustees

f.                   Generate FNPAC Donation Annual Report for Membership Assembly Conference

g.                 Send out Reminder Health Policy Special Interest Group (HP-SIG) Monthly Zoom Meeting

h.                  Keep track of all FNAPC/ARNP Leg Task Force contributions and mail out thank you letters

i.                   Maintain Soft Edge bill tracker on FNA website

j.                   Support special meetings/conferences (Advocacy Days, Barbara Lumpkin Institute  

            Symposia, etc)

k.                  Prepare packets for various meetings/functions - e.g. Advocacy Days

l.                   Various administrative duties related to Governmental Affairs and other FNA functions

 

III. General Duties

a.                 Answers telephone, routes callers, takes messages, and provides routine information to  callers

b.                 Handles correspondence with Collective Bargaining Units for Economic & General Welfare

            Programs

c.                  Maintains correspondence for Representative and State Senators that are relevant to current

            issues as directed..  

 

IV. Other Related Functions

a.                 Establish and maintain files and records on an ongoing basis

b.           Schedule and coordinate meetings and facilities which may include travel and lodging

             arrangements for Director of Labor Relations   

c. Perform other duties as required

                                                                                         

III.  Florida Nurses Foundation Support

       a. Process and mail thank you letters for Foundation donors

       b. Maintain monthly and generate Annual Report of donors for Membership Assembly

 

ORGANIZATIONAL RELATIONSHIPS:

a.      Reports to the Executive Director and the Director of Labor Relations

b.       Works with other Staff members as appropriate.

 

EXPERIENCE AND/OR EDUCATIONAL REQUIREMENTS:

1.     Education/Training: High School graduate or equivalent. AS degree in business preferred. Business or secretarial coursework preferred. Must type 50-65 wpm. Computer literate, proficient in Microsoft Office Suite and Adobe. Able to learn new software such as our membership database.

2.     Familiarity with collective bargaining a plus.

3.     Licensure/Certification: N/A

4.     Experience: Three to four years previous office and clerical experience preferred.

5.     Interpersonal Skills: Communicates cooperatively with Board members, and BU leadership groups. Excellent verbal and written communication skills required. Must be capable of relating effectively with various levels of management.

6.     Essential Technical/Motor Skills: Precise finger dexterity and eye-hand coordination.

7.     Essential Mental Abilities: Knowledgeable and competent to perform essential functions.

8.     Essential Sensory Requirements: Ability to visually and audibly perform all essential functions.

9.     Essential Physical Requirements: Ability to sit for extended periods of time. Frequent walking, sitting, standing, stooping and reaching.

10. Exposure to Hazards:  None

11 Other:  Assume the responsibility for professional growth and development. Must be  

     available to perform errands.

 

PERFORMANCE STANDARDS

 

a.                  Employee is self-starter and is able to set priorities based on the needs of both the Director of Labor

Relations and the members we serve.

b.                 Work produced meets the requirements of accuracy, completeness, thoroughness, and neatness.

c.                 Maintain attendance standards based on the FNA policy and high standards

d.                 Participates in team activities.

e.                 Must have access to a vehicle .

f.                  Able to work both in office and remotely in a responsible manner.

g.                 Records are maintained for ease of retrieval and research as needed.

h.                 Responds positively and promptly to inquiries as necessary.

i.                   Demonstrates follow-through and communication regarding completion of tasks.

 

FNA Mission Statement:

 

Advancing the profession of nursing, and promoting a healthy Florida.

 . 

Mission Effectiveness:

 

• Supports the mission of the Florida Nurses Association by recognizing the dignity and unique value of each individual. Demonstrates courtesy and respect toward co-workers. Express respect for others through compassionate words and action.

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