Field Assistant II - Summit (Internal Candidates Only)

Washington Education Association • Puyallup, WA

4d • Onsite

About The Position

This position is for internal candidates only. The Field Assistant II will compile, organize, and maintain various databases, working files, and survey data. They will produce reports and materials from computer records and documents, and maintain and regularly update the Council web page and calendars. This role involves preparing, producing, and maintaining collective bargaining agreements, coordinating bulk mailings, and creating and distributing Council publications. The Field Assistant will also prepare Council communications, membership packets, and assist with membership records. General filing, document management, and attending Council meetings and events are also key responsibilities. Additionally, the role assists in coordinating and scheduling meetings, conferences, and events, serving as a primary point of contact for general inquiries, and managing Local documents in alignment with records retention practices. The Field Assistant will create and manage events using internal software, design and distribute event materials, track RSVPs, manage catering orders, and assist with room setup and cleanup. They will record clock hours, coordinate training sessions, send evaluations, and handle visitor greetings and incoming calls. Providing assistance to members and staff, monitoring office supplies, and coordinating building facilities are also part of the role. The successful candidate will collaborate effectively as part of a team, perform work-related errands, attend evening meetings, and travel occasionally. Other duties as assigned.

Requirements

• High school graduate or GED equivalent.
• Proven experience as an administrative professional.
• Demonstrated success working with communities of color or other historically under-represented groups and/or the ability to understand and apply principles of diversity, equity, and inclusion internally and in public education.
• Proficient in Personal Computer (PC)-compatible programs (e.g., Microsoft Word, Outlook, Excel, and Publisher), including formatting and updating tables of contents, indexes, etc.
• Experience with database software and ability to learn membership data systems (e.g., NEA360), generate reports, and understand how data informs decision-making.
• Proficient with web page and desktop publishing software.
• Strong clerical skills, including word processing, filing, proofreading, document retrieval, creating spreadsheets, and screening calls.
• Ability to generate documents and data quickly and accurately.
• Skilled in composing, drafting, editing, proofreading, and producing professional correspondence.
• Strong interpersonal skills, including experience engaging with members.
• Proven ability to build and maintain cooperative and productive relationships with diverse individuals, internally and externally.
• Self-starter with initiative and flexibility in adapting to changing priorities.
• Well-organized with attention to detail and strong prioritization skills.
• Ability to maintain the confidentiality of sensitive information.
• Skilled at confronting and resolving conflicts constructively.
• Ability to interact in a positive, diplomatic, and patient manner.
• Must support and help advance WEA’s mission, goals, core values, and priorities.
• Experience with mass communication platforms, such as Constant Contact and Salsa.
• Work in person in the Summit office in Puyallup, WA.
• Provide proof of full COVID-19 vaccination status upon hire. Exceptions may be made for medical or religious reasons in accordance with applicable laws.

Nice To Haves

• Demonstrated success collaborating with staff and managers.
• Strong multi-tasking and time management skills.
• Experience preparing and distributing correspondence, memos, and forms.
• Experience coordinating meetings, conferences, and/or events.
• Proficiency with a variety of electronic communication tools.
• Experience in public education, unions, or related fields.

Responsibilities

• Compile, organize, and maintain various databases, working files, and survey data.
• Produce reports and materials from computer records and documents.
• Maintain and regularly update the Council web page and calendars (e.g., building, office staff, governance, and region).
• Maintain and update contact information for Local officers and Council delegates.
• Prepare, produce, and maintain all collective bargaining agreements in both electronic and paper formats.
• Coordinate and prepare bulk mailings and print materials.
• Create and distribute Council publications, including newsletters, voter guides, and flyers.
• Prepare Council communications (e.g., email, mail, weekly Local leaders’ newsletter, and other mass e-mail communications).
• Prepare membership packets and other member communications.
• Assist with auditing and maintaining membership records.
• Perform general filing and document management tasks.
• Attend Council meetings and events as needed.
• Assist in the coordination, scheduling, and registration of meetings, conferences, and other events.
• Serve as the primary point of contact for general inquiries.
• Prepare, maintain, and distribute documents, such as reports, meeting minutes, election materials, and event-related materials.
• Manage Local documents in alignment with established records retention practices.
• Create and manage events using internal software.
• Design and distribute event materials including flyers, invitations, meeting notices, and reminders through electronic platforms.
• Track RSVPs and manage catering orders.
• Assist with room setup and cleanup for meetings and events.
• Record clock hours using internal software.
• Coordinate and set up training sessions on the PD (Professional Development) Network.
• Send evaluations and follow-up communications after trainings.
• Greet visitors and direct incoming calls.
• Provide assistance to members and staff, research questions and offer relevant information and materials.
• Monitor and maintain inventory of office supplies, equipment, and building resources.
• Coordinate building facilities and office maintenance needs.
• Collaborate effectively as part of a team.
• Perform work-related errands as needed.
• Attend evening meetings and travel occasionally.
• Other duties as assigned.

Benefits

• Employer-paid medical, dental, vision, and life insurance (full family coverage)
• Generous sick and paid time off (PTO)
• Long-term disability plan
• Defined Contribution plan - 401(k) (with employer contribution)
• Defined Benefit plan
• Relocation assistance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED