Secretary to the Region Director

Location: Itasca, IL

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 Secretary to the Region Director performs the clerical, secretarial, administrative and business detail for the Region 6 Director and the Executive Assistant to the Director and is responsible for keeping the physical aspects of the region office running efficiently. Work related to local unions refers to local unions within Region 6.

Duties and Responsibilities

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

Duties include, but are not limited to, typing, preparing and submitting expense vouchers and weekly written reports, opening and distributing mail, preparing outgoing mail and UPS material, preparing outgoing faxes and distributing all incoming faxes, composing correspondence, scheduling appointments and arranging travel schedules.
Supervises the support staff in the region office by assigning duties and issuing instructions when needed to meet deadlines and expedite workflow. Examines letters as required for exactness, neatness, and adherence to policies and procedures. Assists in the orientation and training of new support staff in the office.
Functions as administrator for office attendance records and leave balances, extended sick leave records and vacation requests. Performs time and attendance data entry_. Forwards weekly attendance reports to the International.
Follows through on requests for financial assistance according to prescribed guidelines which includes tracking local union Trustee Reports, LM2s, 990s and per capita payments and composing related correspondence in a timely manner.
Records local union organizing campaigns, wins and losses and keeps current all Organizing Directory Information Network (ODIN) programs in the computer. Prepares organizing literature or handbills as directed by the Director or Executive Assistant to the Region Director.
Coordinates administrative aspects of meetings and seminars as required.
Assists the Director in negotiating office lease and if necessary, in locating office space.  If relocation is necessary, handles all aspects of same.
Orders office supplies, prepares office billings for payment and maintains records for office billings and accounts.
Maintains yearly maintenance agreements on and keeps office equipment in working order including, but not limited to, computers, fax machine, photocopy machine, typewriters, telephones, etc.
Maintains the region office conference room meeting schedule, maintains local union and staff telephone lists and handles office holiday decorations.
Provides telephone coverage back up for the Region Office Secretary.
Protects region office operations by processing and maintaining sensitive and confidential communications including but not limited to personnel matters, labor relations matters, and financial matters.

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 position requires progressive secretarial experience, preferably supporting a senior level position, and advance knowledge of the organization’s structures, policies, and procedures.

Secretarial Skills:

Shorthand or fast notes ability is required. Keyboarding: 65 WPM

Computer/Software Skills:

The ability to use MS Word and Excel to create and properly finalize documents related to duties and responsibilities is required. The ability to accurately maintain databases is required. Must be willing to acquire new software skills.

Communication Skills:

Ability to professionally compose correspondence using proper grammar and sentence structure with knowledge of labor terms and definitions is required. Ability to read and interpret documents, policy and procedure manuals, and the ability to communicate them to others. Excellent telephone skills in handling members, local unions and the general public and being able to assist or refer them to the proper office or individual. Ability to communicate with executive level officials with discretion and tact concerning matters which are at times of sensitive nature.

Other Knowledge/Skills/Abilities Required:

Must be able to direct, organize and prioritize the work of others.
Must have excellent organizational skills.
Must be able to prioritize work assignments with little or no supervision. Ability to work well with others.
Must be able to add, subtract, multiply and divide in all units of measure.
Must have basic analytical skills.
Ability to apply common sense, understanding and carry out instructions furnished in written, oral and diagram form.

Job Demands:

Must be able to meet deadlines in a fast-paced and deadline-oriented office environment. Willingness to perform a wide range of administrative and general support duties of a highly responsible and confidential nature.

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, sitting for long periods, stooping, bending and reaching.

Compensation

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.

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

*Skills assessments with passing scores are required as part of our pre-employment process. *

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.