Office Coordinator

SEIU 521•Fresno, CA

3d•$30 - $38

About The Position

SEIU Local 521 is hiring an entry-level Office Coordinator for its alternately staffed Office Coordinator/Office Manager class. Under general supervision, the non-supervisory position performs clerical, secretarial, and office coordination duties for organizing staff and other staff in a satellite office. The coordinator responds to visitors and callers with varied inquiries about the union’s scope, functions, and services; maintains membership records and office information; processes mail; administers member discounts and benefits; and supports rank-and-file union leadership. The position coordinates the work of one or more clerical employees and may occasionally supervise rank-and-file volunteers. The Office Coordinator helps manage office operations, staff calendars, meetings, records, supplies, and procedures. The role requires tact and discretion when assisting members and the public, sound judgment in responding to inquiries or referring them to others, and the ability to work effectively amid deadlines and interruptions. Overtime may occasionally be required. The employee may need to drive for business purposes and must have a valid California driver’s license, a satisfactory driving record, required auto insurance, and an automobile for business use. The position is open until filled, although applications may stop being accepted at any time. SEIU Local 521 is an affirmative action employer and encourages applications from qualified candidates regardless of protected characteristics.

Requirements

At least two years of increasingly responsible clerical, secretarial, and office coordination experience.
At least one year of experience dealing with the public, working as a receptionist, or serving as a rank-and-file Steward of Local 521.
Ability to prioritize and coordinate work; follow and understand oral and written instructions; and learn office operations.
Ability to perform general clerical and secretarial work and work involving independent judgment and discretion.
Ability to deal tactfully and courteously with members and others, understand visitors’ and callers’ inquiries, and help them obtain assistance.
Ability to choose appropriate procedures, complete assigned work, and recognize problems that require referral.
Ability to work effectively under deadlines, interruptions, and office emergencies, and to type accurately and rapidly.
Ability to understand, use, and maintain resource materials and apply knowledge of the organization.
Ability to build rapport with people from varied ethnic, social, and philosophical groups.
Knowledge of basic office practices and procedures, filing systems, reference sources, standard office machines, basic word processing, and computer use.
Knowledge of style and format, grammar, punctuation, spelling, and general English usage.
Working knowledge of Word, Access, Publisher, PowerPoint, Excel, Outlook, and internet browsers, with ability to adapt as software changes.
Must possess a valid California driver’s license, pass a DMV check, and have a good driving record.
Must have auto insurance covering business driving, with at least $100,000 per person/$300,000 per incident bodily injury liability and $100,000 property coverage.
Must possess an automobile for business use.

Responsibilities

Administer discounts and benefits offered to union members.
Answer routine questions, explain organizational procedures and policies, and provide information about available programs and services.
Compile statistics, materials, and information as needed.
Compile, process, maintain, and send membership-record updates to the Membership/Account Clerk, including applications, revocations, terminations, and changes to member information.
Compose and type advanced correspondence on initiative or for assigned staff.
Coordinate staff meetings, including reserving facilities, arranging food, and confirming meetings.
Coordinate office operations with the appropriate manager.
Create and maintain correspondence, follow-up, grievance, staff, and general office files and records.
Determine whether requests for information or assistance fall within Local 521’s jurisdiction.
Greet visitors and callers, assess their inquiries, refer calls, take and relay messages, and return calls when possible.
Identify potentially dangerous, disturbed, or distressed people and respond appropriately or notify appropriate personnel.
Interpret contract provisions and provide advice or information to callers where appropriate.
Maintain and administer a petty cash fund.
Maintain and update internal computer information and lists, forms, resource materials, activity schedules, and staff location information.
Maintain, edit, and post website information when web page development is not required, and post documents to SharePoint.
Operate and maintain office machines, equipment, and computers.
Prepare and send high-volume mailings, and process incoming and outgoing mail daily.
Process Steward changes and maintain and update Steward information and records.
Reproduce and assemble materials.
Prepare correspondence, bulletins, reports, leaflets, and similar materials from rough or clean copy, including editing, typing, layout, lettering, and graphics.
Run reports from Unionware.
Use discretion when providing information to members.
Perform related work as required.