JOB DESCRIPTION
Job Title: UniServ Administrative Assistant – Santiam
Classification: Non-exempt
Salary Grade: Associate Staff | $50,500 - $62,183; placement is based on relevant work experience in the last fifteen (15) years
Reports To: Executive Director or designee, and UniServ Consultant
Last Updated: December 2023
Apply At: https://www.oregoned.org/contact/employment
This job description is a general outline of the duties and qualifications for the UniServ Administrative Assistant position. Additional responsibility for some duties may be determined by and at the discretion of OEA Management. This description establishes general expectation levels for new hires consistent with established priorities. This specific position is based from the Santiam office, located in Albany, Oregon.
JOB SUMMARY:
The person in this position provides complex administrative support to the Santiam UniServ Consultant and to the locals served by that Consultant. Duties include but are not limited to: membership data analysis and updates, bargaining support, political action support, assistance to local leaders and members, and event coordination.
ESSENTIAL JOB FUNCTIONS:
General:
Support and advance the OEA mission, vision, and values.
Contribute to, support, and actively engage in the organization’s commitment to create and maintain a diverse, equitable, and inclusive workplace. Participate in activities, trainings, and/or workgroups to support OEA’s commitment in this important mission.
May provide substantive feedback on a variety of OEA initiatives and/or represent Associate Staff on a variety of OEA committees.
Other duties as assigned or requested by the Executive Director or designee.
UniServ Administrative Assistant:
Membership
Coordinates with Membership Specialists on membership needs.
Receives and processes membership applications in the UniServ region.
Analyzes House Bill 2016 reports and other payroll and HR reports for pertinent changes; updates individual membership records for a variety of demographic data points.
Assembles and distributes membership promotion materials.
May discover and report technical problems in national data systems, articulate desired updates to national data systems, and/or create protocol documentation.
Pulls, prepares, and distributes a variety of membership reports to Consultant and local leaders as needed.
Maintains membership roles and drop cases in NEA360.
Answers a wide variety of questions from members and local leaders.
Negotiations
Provides varying and diverse administrative support to UniServ Consultants during bargaining for locals including during crisis and strike situations; may help to cost bargaining proposals.
Keeps records of contract/district settlements.
Political Action
Arranges for meeting space as requested.
Assists and supports in various aspects of political action/campaign work.
Meetings/Conferences/Workshops
Supports councils in all aspects of organizing meetings, conferences and workshops including, but not limited to:
Sends notices to appropriate groups.
Processes preregistration and registration materials.
Prepares meeting materials.
Makes housing and meal arrangements as necessary.
Other Duties and Responsibilities
Administrative and general office functions support for and with UniServ Consultant, UniServ Councils, local associations, and OEA Staff.
Prepares, reproduces, and distributes materials for publication as necessary.
Performs research as needed or directed.
Maintains comprehensive office filing system.
Orders office supplies according to administrative procedures.
Responsible for an OEA credit card, disbursement for appropriate expenditures, maintaining accurate records, and submitting records to OEA Business and Finance Department on a timely basis.
Assists members in crisis by obtaining help from the UniServ Consultant or Legal Services Department.
Assists other administrative assistants, when available, in overload and crisis situations or as assigned by the OEA.
Alerts management to the maintenance or emergency repair of office equipment or building and facilities as necessary and obtains approval for use of vendors.
Operates job-related equipment. Willingness and flexibility to learn necessary equipment.
KNOWLEDGE, SKILLS, AND ABILITIES
Proficient computer skills and experience required in Microsoft Office Suite and online research. Comfortable using Adobe Pro and Adobe Sign.
Experience working with databases and comfortable learning new programs and computer systems.
Able to type minimum of 55 WPM.
Competency in grammar, punctuation, and editing.
Excellent attention to detail with high level of accuracy.
Experience using copy, print, and scanning machines, phones, and other common office equipment.
Able to work independently and as a team player.
Able to consistently meet established deadlines.
Able to work in a self-directed and efficient manner, maintaining a professional demeanor under pressure.
Demonstrate a professional and collaborative attitude toward members and staff.
Able to maintain confidential information.
Able to stand, sit, and bend in order to perform routine office functions.
Able to lift five pounds (5 lbs.) to ten pounds (10 lbs.).
Able to communicate verbally, visually, and in writing.
QUALIFICATIONS:
EDUCATION
High school graduate or equivalent including high school commercial courses or post high school business curriculum.
College degree or certificate in business administration, accounting, data coordination, social sciences, or other related field preferred.
EXPERIENCE
Two to four years of general office or administrative support.
Mid-level Microsoft Excel skills including the ability to perform VLOOKUPs, use pivot tables, and filter and sort large amounts of electronic data.
Experience using SalesForce-based CRM and Microsoft Teams preferred.
Non-profit and/or union experience preferred.
OTHER INFORMATION
SUPERVISORY
The employee works under the direction of the Executive Director or designee. The UniServ Consultant also guides the work of this position. The person in this position is expected to operate with relative independence and a minimum of supervision in handling complex problems with initiative, creativity, and sound judgment.
This position does not supervise other employees.
WORK ENVIRONMENT
This position is based at the Santiam office, located in Albany, Oregon
Occasional travel and weekend/evening work may be necessary for work-related purposes.
A successful candidate will have access to reliable transportation.
REASONABLE ACCOMMODATION
The Oregon Education Association is committed to the full inclusion of all qualified individuals. As part of this commitment, the Oregon Education Association will ensure that persons with disabilities are provided reasonable accommodation. If reasonable accommodation is needed to participate in the job application or interview process and/or to perform essential job functions, please contact Human Resources at jobs@oregoned.org.
The Oregon Education Association is an Equal Opportunity Employer
