Front Desk Secretary

Oakland, CA

Job Description 

Position:  Front Desk Secretary
Reports to: Operations & Administrative Coordinator
Classification: Hourly, Non- Exempt
Location: Oakland

Position Summary:

a) Act as the first point of contact for visitors and callers to SEIU UHW, and, to undertake a range of basic secretarial tasks, on an as-needed-basis, as directed by the Operations & Administrative Coordinator, or designee.
b) Serve as the receptionist and provide basic secretarial support, as directed by the Operations & Administration Coordinator. Primary responsibility, is to be the first point of contact to callers and visitors, while representing the organization in a professional and pleasant atmosphere.

Essential Job Functions:      

  • Receive, screen and transfer incoming calls, on a multi-line switchboard
  • Greet, announce and direct members, vendors and public visitors, accordingly
  • Process incoming and outgoing mail/deliveries, faxes and UPS, including email notifications
  • Maintain office supplies in shared work area(s) – reception and mailroom; including UPS mailers
  • Replenish sign-in sheets, visitor stickers and materials in reception area
  • Update front door signage/notices, as needed
  • Photocopying (small scale), filing, data entry
  • Receive and assign monthly parking passes, including email announcements/reminders, and, confirmation of need
  • May be assigned additional duties of similar (Receptionist) responsibility and skill level
  • Limited Secretarial work, to be performed as time allows, or needed, to assist with department workload 
  • Meeting Room Manager: Print reports and enter same day (room only) requests
  • Troubleshoot, place service calls and/or order supplies for mailroom equipment
  • Ensure flyers/brochures/announcements in reception and mailroom areas are up-to-date
  • Complex word processing, including letters, flyers and mail merges
  • Prepare and assist with mailings, new hire packets and similar related projects
  • Email staff (including their AA) of voicemail greeting needed to be updated/created
  • Assist with business card request processing Create and maintain spreadsheets and/or databases


  • Advanced computer skills in Word (with minimum speed of 50 wpm)
  • Intermediate level in Excel and Access (including writing queries)
  • Ability to compose and edit letters and other documents
  • Accurate proofreading skills
  • Efficient and friendly customer service manner
  • Flexible attitude in handling multiple priorities
  • Bilingual strongly preferred

Physical Demands:

  • Ability to sit at a computer for extended periods
  • Able to bend, sit, stand and stoop
  • Able to lift up to ten pounds

SEIU-UHW offers a competitive salary, commensurate with experience, and a generous benefit package.

SEIU is an affirmative action employer and encourages applications from all qualified candidates regardless of gender, race, ethnicity, age, sexual orientation, marital status, religion, or disability. Please submit cover letter, resume and at least 3 references to our candidate portal at http://seiuunitedhealthcareworkers.appone.com/.

WHEN APPLYING: Be sure to indicate that you saw this information at UNIONJOBS.COM.