Logistics Coordinator II

SEIU 521•San Jose, CA

1d•$28 - $36

About The Position

Under minimal supervision, this position is filled by a person who shows a great deal of initiative in coordinating and following through on work assignments. Requires a thorough knowledge of the Local’s operations policies and procedures and ability to communicate these effectively to other staff. They can perform all the standard administrative and logistics duties with independence but also uses program knowledge to provide proactive services. Further, this person will be cross trained in other admin duties and will be called on to carry out those duties when needed. Works as a team with directors and other staff to meet the goals of the Local. Must adapt well to change, be able to work from oral instructions and be flexible and responsive to member and staff needs in a demanding environment. This role builds upon the previous Logistics Coordinator position, incorporating all prior responsibilities. Note: Identification of duties for this classification shall not be construed to preclude the inclusion or assignment of the same or similar duties to other classifications.

Requirements

At least two (2) years of increasingly responsible secretarial work.
Must have completed classes in editing, proofreading, grammar and punctuation, or demonstrate equivalent competency.
Completed intermediate level classes in software programs listed above, demonstrate equivalent competency.
A high degree of consistency and accuracy.
Works independently with minimal direction.
Anticipates needs of staff.
Office practices and procedures, including filing systems, reference sources, operating standard office machines, word processing and computer operation.
Responsible for style, format, grammar, punctuation, spelling, and professional writing standards.
Proficient use of office software including the ability to perform the following tasks: Databases: Create and maintain databases for special projects/tracking as requested. Create or modify queries or saved searches in membership or other databases to print labels and lists as needed for meeting email blasts, notices, leaflets, reminder phone calls, RSVP, attendance and membership reports for staff. Word Processing: Create mail merges, perform sorts in columns and tables, create keyboard shortcuts and auto-text shortcuts, tables of content. Insert, crop and edit graphics including changing colors, removing elements and sending to background. Presentation Software: Create animated presentations with speaker notes and timed transitions. Scanning, copy and print software and equipment. Graphic Design software: Create leaflets/newsletters. Insert graphics, flow text into other text boxes, create watermarks. Spreadsheets: Create a spreadsheet with calculated fields. Format, split/merge cells, extend a series, and extend calculated fields such as a totals row. Must be able to export worksheet. Email and Appointment software: Be able to set up appointments and reminder notices, receive, forward and send email. Search Engines: Perform advanced searches, create new folders, move and restore files. Credit card and Expense tracking software: Scan, download, reconcile and administer. Other software as assigned.
Follow and understand and act on oral and written instructions.
Perform advanced clerical, secretarial and logistics work.
Learn specific operations of the office.
Deal tactfully and courteously with members and others.
Use discretion and judgment in choosing appropriate procedures, completing assignments, and identifying issues that require escalation.
Work effectively under pressure of deadlines. Type accurately and rapidly.
Understand and apply a body of knowledge of the organization, which directly relates to the work performed.
Clean and care for assigned areas and equipment.
Perform all physical aspects of assigned duties.
Perform basic tasks in the maintenance of buildings, furniture and equipment.
Interact with employees, members and vendors in a professional and courteous manner.
Occasionally, work irregular hours including evenings and weekends to accommodate meetings and office work schedules.
Provide proof of adequate insurance and a valid driver's license upon demand; maintain a good driving record.

Responsibilities

Purchase food and supplies for member meetings/events consistent with the Local’s policies.
Assist with preparation, transport, setup, and breakdown of materials and event- and meeting-related equipment such as sound systems, loudspeakers, AV equipment (e.g., Zoom, TVs, Audio system etc.), and sign-in systems.
Provide on-site logistical support, including sign-in, food distribution, and other event needs as assigned.
Maintain inventory and support the use of event-related equipment (i.e. sound systems, loudspeakers, other AV equipment (Zoom TVs etc), and sign-in systems (whether paper or digital).
Assists team with ordering office supplies consistent with the Local’s policies and procedures.
Coordinate bulk mailings, sending and receiving mail, including postage systems.
Manage the work of General Office Workers, temporary workers or volunteers as assigned.
Drive a personal or rental vehicle to transport materials and supplies; load and unload as needed.
Coordinate, manage or interact with logistics, or operations vendors as assigned.
Compile statistics, material or other information as needed.
Compose and type letters of an advanced nature.
Create and maintain correspondence files, come-up files, and general records for assigned staff and general office files.
Create and maintain databases and spreadsheets.
Maintain, edit and post information on the Local’s website platform where web page knowledge is not required, and post documents to SharePoint or other information platforms.
Support Communications standard operating procedures.
Operate and, where appropriate, maintain standard office machines and equipment, including computers, printers, multi-function copiers, etc.
Perform clerical and secretarial services and/or routine typing for others as required.
Perform efficiently under pressure of deadlines.
Prioritize work in order to complete assignments within time limits.
Support scholarship program applications.
Relieves front desk as needed by answering phones, taking messages, dealing with visitors, answering questions and furnishing information of an advanced nature.
Reserve meeting facilities, arrange for food, and/or confirm meetings as required and coordinate meetings and actions with staff.
Prepare (edit, type, layout, lettering, and graphics) a variety of correspondence, bulletins, reports, leaflets, etc., from rough or clean copy.
Return calls when appropriate or assigned to support staff efficiency.
Work closely with staff to prepare for meetings by taking initiative to send out notices and prepare materials.
Reminds staff and director of deadlines and procedures.
Run reports from Unionware or other similar software applications.
Performs related duties as required.