Office Assistant IV (2 Positions)

This position provides advanced-level clerical, administrative support and related work as required by the Research and Collective Bargaining Services Department and its staff. It requires good writing skills, attention to detail, good judgement and discretion. This position manages and coordinates several projects simultaneously and handles time-sensitive documents. A working knowledge of AFSCME administrative policies and procedures is desirable.  

Duties:

• Assists with primary phone coverage for the department. Answers incoming calls, screens calls, routes calls, and takes messages. Handles requests for information from members and affiliates, including information on the AFSCME Advantage program.
• Finalizes all correspondence, which may include memos, budget analyses, factsheets, comment letters, reports and testimony, by providing typing, proofreading and editing support to the department. 
• Updates multiple department databases, including but not limited to, the Contracts Database and GeniePlus.
• Creates and maintains logs of all incoming requests for the department, archives final work product and prepares weekly and monthly reports for department managers and the executive office.    
• Routes correspondence to and from affiliates, including requests, inquiries and federal grant referrals.
• Schedules and assists with facilitating web meetings via Zoom and Teams. 
• Supports all RCBS programs, meetings, trainings, conferences and AFSCME conventions. Assists in the coordination of logistics, prepares materials and provides on-site support for meetings and conferences as needed.     
• Assists Administrative Assistant with processing invoices for payment to vendors according to the approved budget and guidelines, preparing weekly leave reports and maintaining the department calendar.
• Assists department with travel and expense reports when needed. 
• Creates/produces reports, spreadsheets and other documents in support of department activities.
• Copies and scans documents.
• Manages distribution of mail and coordinates outgoing mail and packages. Regularly checks fax machine for documents. 
• Creates and maintains filing systems for various activities. Sorts, stores and retrieves information as needed. 
• Orders supplies for the department and meetings.
• Performs other duties as assigned.

REQUIREMENTS:

Education and Experience

High school graduate or equivalent and a minimum of three (3) years of office experience plus general knowledge of office and organizational procedures or any combination of education and experience which provides the following knowledge, skills and abilities:

Skills Requirements:

• High level of proficiency in MS Office suite.
• Ability to perform accurate data entry into databases. 
• Excellent knowledge of office and organizational procedures.
• Must be able to independently complete assignments and work under pressure to meet tight deadlines.
• Sufficient written and oral communication skills to exchange routine information.
• Ability to proofread documents and compose correspondence with an emphasis on attention to detail, spelling and grammatical errors.
• Ability to establish and maintain effective working relationships.

Travel & Work hours 

• Travel and extended work hours may be required.

**A skills assessment may be required of all candidates.**