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JOB DESCRIPTION Job Title: UniServ Administrative Assistant Classification: Non-exempt Salary Grade: Associate Staff Reports To: UniServ Consultant(s) – Community College Last Updated: May 2022 Contact: jobs@oregoned.org URL https://www.oregoned.org/contact/employment This job description is a general outline of the duties and qualifications for the UniServ Administrative Assistant position, with the understanding that the responsibility of some duties may be determined by and at the discretion of OEA Management. This description establishes general expectation levels for new hires consistent with establish priorities. JOB SUMMARY: The UniServ Administrative Assistant – Community College is responsible for providing administrative support to the UniServ Consultants assigned to that unit and to the locals served by that consultant. This support includes but is not limited to: administrative support and assistance throughout the collective bargaining process; administrative support for and assistance to the UniServ Council and local associations; membership duties as coordinated with the Membership Specialist; preparing materials for publication including transcribing notes where applicable; maintaining a smooth office operation; and other responsibilities as assigned. ESSENTIAL JOB FUNCTIONS: General Microsoft Excel - Medium to high skills needed Supports and advances the OEA mission, vision, and values. Contributes to, supports, and actively engages in the organization’s commitment to create and maintain a diverse, equitable, and inclusive workplace. Participates in activities, trainings, and/or workgroups to support OEA’s commitment in this important mission. Membership Receives and processes membership applications from all Community College members. Assembles and distributes membership promotion materials. Coordinates with the Membership Department and Membership Specialist on membership needs including report analysis, updates to bargaining unit members’ individual records, and creations of new records. Negotiations Provides administrative support to UniServ Consultants during bargaining for locals including during crisis and strike situations. Keeps records of contract 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. Assist UniServ Councils and other Association leaders as requested. Prepares, reproduces, and distributes materials for publication as necessary. Work, as directed, in support of general research. Maintains comprehensive office filing system. Orders office supplies according to administrative procedures. Responsible for petty cash fund, 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. Other duties as assigned by the Executive Director or designee. KNOWLEDGE, SKILLS AND ABILITIES Computer literacy required. Intermediate experience with Microsoft Office Professional (Word, Excel, Access) in the most current Microsoft operating system. Ability to type minimum of 55 WPM. Competency in grammar and punctuation. Attention to detail with high level of accuracy. Basic math aptitude. Experience in the use of copy machines, fax, ten-key by touch, phone, and other basic office equipment. Ability to work independently. Ability to use judgment in completion of duties. Capability of working effectively under pressure and dealing with stress in an acceptable manner. Willingness to display a helpful attitude toward members and staff. Ability to meet established deadlines. Honesty and truthfulness in dealing with all matters on the job, especially in the handling of membership and petty cash funds. Ability to stand, sit, and bend in order to perform routine office functions. Ability to lift five pounds (5 lbs.) to ten pounds (10 lbs.). Ability to communicate verbally, a (fb)