Administrative Support Specialist

Location: Washington DC, near Metro (on-site)

Duration: Full-time position; posting closes when position is filled.

Vaccination Requirement:  UFCW requires all employees to be fully vaccinated against COVID-19 as a condition of employment, consistent with applicable law. Any requests or questions may be submitted to hrcovid@ufcw.org.

Position Description

The Administrative Support Specialist performs administrative support and general secretarial duties to the Communications and Digital Departments. The incumbent must be able to work with minimal supervision  and to exercise independent judgment in the prioritization of their responsibilities and the work organization.

Duties and Responsibilities

Includes the following. Other duties may be assigned. This list is not exhaustive and may be supplemented.

Assumes administrative support for the Directors and provides general secretarial support to departments’ professional staff including, but not limited to, typing, preparing and submitting expense vouchers and itineraries for the Directors, opening and distributing mail, filing, faxing, preparing check requests, answering routine telephone calls, composing  correspondence, producing daily attendance reports, assisting with inventory control, scheduling appointments, updating calendars, and arranging meeting and conference call arrangements and logistics.
Serves as the front desk representative for the Communications and Digital Departments.
Assists the Communications Department with administering UFCW’s Member Education programs (Free GED, Free Foreign Language, Free College, Workforce Essentials).
Reviews vendor invoices to ensure accuracy and maintains an accurate and efficient filing system for billing purposes for Communications and Digital Departments.
Prepares check requests to provide payment to vendors for Communications and Digital Departments.
Reconciles and processes monthly American Express (AMEX) check requests  for Communications and Digital Departments. This includes tracking and compiling all receipts and approvals for payment.
Prepares weekly attendance and maintains files for requests for time off for Communications and Digital Departments.
Handles incoming and outgoing mail for Communications and Digital Departments.
Inputs expenses for the Directors of Communications and Digital Departments.
Manages flow of time sensitive materials that must be approved by Directors of Communications and Digital Departments.
Manages department-wide Outlook Calendars, including Department Calendars, Directors’ Calendars, and 8th Floor Conference Room Reservations.
Manages Zoom and teleconference accounts for Departments and schedules calls and meetings as needed.
Arranges teleconference calls, off-site meeting  logistics, member travel arrangements as needed for Communications Department’s video and photo shoots.
Formats UFCW letters to be approved by the President’s Office.
Prepares and sends approvals to the President’s Office on behalf of Department Directors.
Prepares, formats and edits ads in Adobe Illustrator for UFCW Sponsorships as needed.
Maintains an accurate and organized file of all UFCW Local Communicators, including their contact information, and number of members per local.
Provides back-up administrative/secretarial support during absences and/or emergencies to maintain efficient office operations.
Assists Department Directors in preparing the annual budget as needed.
Assists with Director correspondence and scheduling as needed.
Assists with daily implementation of administrative policies.
Arranges travel for the Communications and Digital department as needed.
Develops and maintains courteous and effective working relationships with employees at all levels of the organization, as well as representatives of external organizations, and is punctual and timely in meeting requirements of performance, including, but not limited to, attendance requirements  and work deadlines. Physical attendance is required.

Duties, responsibilities and activities may change, or new ones may be assigned at any time, in the UFCW’s discretion. UFCW employees function as a team and, occasionally, and on a temporary basis, employees may be required to perform tasks usually performed  by others. This might  occur if a team member is absent or unavailable to complete a project and the team is responsible for the deadline. Because employees are required to work as a team, you are required to step up and fill in for a team member who is absent or needs assistance from time to time.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Education and/or Experience:

This job requires previous secretarial experience and knowledge of the organization’s structure, policies and procedures. Graphic design experience is a plus.

Secretarial Skills

Ability to transcribe, spell correctly, use proper grammar and punctuation, and format documents.

Keyboarding Skills

Input ability of 65 words per minute.

Computer/Software Skills

Excellent working knowledge of Microsoft Word, Outlook and SharePoint applications. Familiarity with Microsoft Office Suite (Excel and PowerPoint), Adobe Photoshop, InDesign applications is desirable, but not required. Must be willing to learn new software applications.

Communication Skills

Ability to professionally compose correspondence. Ability to effectively present information verbally and through written communications. Ability to work closely with staff to accomplish organizational goals, resolve problems, and develop new systems and procedures as required.

Other Knowledge/Skills/Abilities Required

Familiarity with budgets. Ability to apply judgement and understanding to carry out instructions furnished in written, oral, or diagram form. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to exercise good judgment.

Job Demands

Ability to maintain privacy and protect operations by keeping personnel information and sensitive correspondence strictly confidential. Work assignments may require leaving the headquarters building. Occasional long hours maybe necessary.

Working Conditions

The work is performed in a normal office environment. The noise level  in  the work  environment  is usually moderate.

Physical Demands

The position involves, but is not limited to, written and oral communication skills, use of computer keyboard, close vision, walking, sitting for long periods, stooping, bending and reaching.

Reasonable accommodations will be provided pursuant to state and federal laws.

Compensation

Salary Range: $59,585 – $74,632

The UFCW provides a very generous benefits package, including:

Comprehensive health insurance coverage.
Life insurance provided with ability to purchase supplemental life insurance at favorable rates.
Retirement Savings Account.
401(k) plan with employer matching.
Pension plan.
Dependent care reimbursement account program.
Health care reimbursement account program.
Transportation program benefits.
Three weeks of paid vacation, 12 days of paid short-term sick leave, Extended Sick Leave program, paid parental leave.
Prepaid Legal Plan (for DC/MD/VA only).

To apply submit cover letter, resume to: humanresources@ufcw.org

We believe our success rests on recruiting and retaining a diverse staff. UFCW is an equal opportunity employer. Woman and people of color are encouraged to apply. Reasonable accommodations will be provided pursuant to the state and federal laws.