Records and Documents Office Assistant

This position provides administrative support and related work as required by the Chief of Staff/Counsel and Special Assistant to the President and requires discretion. Incumbent will be located in close proximity to the President and other members of the President’s office and will routinely handle information and documents deemed to be of a sensitive and confidential nature.  

DUTIES:

• Serve as initial point of contact for the President’s office by greeting visitors, screening and routing telephone calls or taking and delivering messages appropriately.
• Serves as initial point of contact for the President’s Office by greeting visitors, screening and routing telephone calls or taking and delivering messages appropriately.
• Opens, date stamps, organizes and routes all incoming mail for the President’s office.
• Maintains and updates “green tag” database daily for all mail correspondence to Executive staff and appropriate departments. Dispatches copies to the proper recipient, archive the original and track the response to the “green tags”.
• Performs data entry as well as makes data edits into various departmental databases.
• Prepares conference room reservations for in-house meetings. If needed, orders food and finalize beverage setup along with any audio/visual needs.
• Receives all documents for archiving and retention. Defines, creates, revises and controls data and indexing consistent with established practices defined by the retention schedule policy. Audits data and makes corrections to databases. Prepares reports as necessary.
• Prepares documents such as letters, memoranda, and correspondence from draft to final form.
• Designs forms and other documents in support of document management system and other clerical activities.
• Orders supplies, maintains inventory of workroom and is the office POC for printer/xerox machine servicing issues.
• Assists in preparing the President’s, Chief of Staff and Executive Assistants travel schedule.
• Prepares and processes President’s expense reports.
• Maintains President’s speech file.
• Prepares and manages the President’s Office Budget and Inter-Union Affiliations budget (non-political contributions and/or participations), including Purchase Orders for payment in PN3. Records all payments in the department budget spreadsheet. 
• Informs President of contribution requests and past/approved levels of contribution history for President's review.
• Creates, maintains, and update Excel spreadsheet for approved contributions and participations requests. Prepares transmittal letters for disbursing of funds.
• Prepares and routes Ad Spec Sheet for all ads and follow-up through completion.
• Ensures participation requests (event tickets/tables) are vetted for interest via email notice then coordinate attendee list with appropriate contact.
• Consults regularly with the Executive Office Assistants to keep abreast of departmental activities which impact on planning for meetings and conferences and their needs.
• Tracks staff attendance and prepares weekly attendance report.
• May be required to attend and assist at the AFSCME Convention.
• Performs other related duties as assigned.

EDUCATION REQUIREMENTS:

Graduation from an accredited high school or equivalent and a minimum of three (3) years of office experience or combination of education and experience which provide the following knowledge, skills and abilities:

SKILL REQUIREMENTS:        

• Ability to handle and maintain confidential information.
• Ability to communicate effectively with poise, tact and diplomacy with co-workers, management, and others external to AFSCME.
• Ability to handle multiple tasks while working with minimal supervision; manage time effectively to meet deadlines and be a highly self-motivated to learn and take on new tasks and responsibilities.
• A high degree of organizational skills, accuracy, attention to detail and workflow output.
• High level proficiency in MS Office Suite, Unionware, as well as other databases.
• Ability to use MS Outlook, including the calendar program, and perform accurate data entry.
• Flexibility, positive attitude, superior attention to detail and critical thinking skills.
• Occasional travel may be required.

**A Skills Assessment may be required of all candidates. **