Field Office Assistant II

The Field Office Assistant II serves as administrative support to Political Action staff, and other professional AFSCME staff in the New York Area office. 

Duties:

• Places, answers, screens and redirects a large volume of telephone calls. 
• Performs clerical duties which includes answering phone calls, receives visitors, opens and distributes mail, maintains office equipment, and orders office supplies. 
• Produces letters, memos, reports and other documents.
• Proofreads for accuracy, grammar, punctuation, and clarity.
• Duplicates and circulates documents to AFSCME staff and affiliates, elected officials and NYS Legislative staff accordingly. 
• Prepares APT forms, ensuring accuracy of EAF numbers and forwards to the International for processing.
• Processes bills, scans invoices, and provides to AFSCME Accounting Department.  
• Maintains lobbying records for COELIG (Committee on Ethics and Lobbying in Government) on behalf of Political Action staff; works with staff to submit semi-annual and bi-monthly COELIG reports.
• Responsible for adhering to reporting deadlines and tracking ethics training requirements. 
• Manages and updates internal list of AFSCME NY political contributions, including information needed for wire transfers, such as ACH info, W9s and committee names, addresses, etc.  
• Makes travel reservations as requested. Prepares travel itinerary and confirms plans. 
• Manages AFSCME NY Political Action staff calendar: schedules appointments, makes and shares calendar invitations, hosts Zooms as needed.  
• Submits weekly staff attendance and prepares vacation/leave request forms as needed. 
• Plans and handles all logistics/arrangements for conferences, receptions and political action meetings. 
• Establishes and maintains paper and electronic files to include Legislative Assembly and Senate bills and files for budgetary purposes which may require entering new date or updating existing
• Runs various pre-established reports from budgetary files. Creates or modifies file and report formats.  
• Processes PEOPLE contributions, membership, authorization cards, and transmits appropriate payment and documentation to the International Union, chapters or locals. 
• Submits weekly PEOPLE report to PEOPLE Director. 
• Performs other duties as assigned.

REQUIREMENTS:

Education and Experience

High school graduate or equivalent.

Skills Requirements:

• Proficient use of software programs particularly MS Office; or any equivalent combination of education and experience which provides the following knowledge, abilities, and skills.
• Proficiency in the use of all Microsoft Office products, including Outlook, OneDrive, Word and Excel.
• Ability to track and manage annual budget for office supplies, events/conferences, and political contributions.
• Thorough knowledge of office practices and procedures.
• Thorough knowledge of office equipment, such as copier, telephone and other similar machinery.
• Knowledge of grammar, spelling and punctuation to proofread and compose simple and routine correspondence.
• Ability to establish and maintain effective working relationships with co-workers.
• Communication skills sufficient to exchange complex information.
• Ability to supervise and coordinate the work of other office support personnel.
• Prior experience with State Watch or LRS tracking systems a plus.

Travel & Work hours 

• Travel and extended work hours may be required.