IFPTE Local 21

IFPTE Local 21
International Federation of Professional and Technical Engineers

Administrative, Organizing and Communications Specialist
South Bay

Based in San Jose, CA

About Local 21
Local 21 is a progressive, innovative, growing union of more than 10,000 professional government employees in major jurisdictions throughout the Bay Area. Staff work closely with a unified Executive Committee and talented Chapter leaders.

Summary of Responsibilities
This is a hybrid position that will assist staff representative and union officers, in our satellite offices in the South Bay with clerical, administrative, communications, and organizing needs. This position is primarily responsible for the maintenance and function of the San Jose office, assists with worksite and political organizing, contract bargaining, and other field work, and offers an in-depth involvement in union activities.

Administrative Duties

  • Greets members and visitors at South Bay office.
  • Handles RSVPs for trainings, meetings, political events, and delegate assemblies.
  • Maintains directory of South Bay officers/leaders and their contact information, including listings for South Bay coalitions.
  • Takes notes at meetings as assigned.
  • Sets up video- and teleconferencing.
  • Assists with South Bay chapter elections; creates ballots/coordinates handouts.
  • Answers all incoming phone calls, sends/receives faxes, opens/sends mail.
  • Prepares and mails chapter correspondence, mailings to full chapter membership, and certified packets regarding grievances and arbitration.
  • Maintains a clean and orderly kitchen/supply area.
  • Reserves rooms for off-site meetings.
  • Orders lunch/dinner and refreshments for various meetings, off-site events, and monthly Executive Committee meetings for those who videoconference in from the South Bay.
  • Keeps logs of all credit card purchases and records expenditures.
  • Maintains South Bay petty cash system.
  • Files membership cards.
  • Copies and assembles MOUs and Bylaws for various chapters.
  • Copies and assembles Executive Committee South Bay packets.
  • Plans South Bay’s annual barbecue and holiday party for 250 people, which includes touring/booking a location, creating a flier, developing a budget, preparing invitations, tracking RSVPs, selecting decorations/games, and selecting a menu.
  • Maintains and updates office procedures as needed.
  • Purchase weekly fruit and healthy snacks per the L21 Wellness Initiative.
  • Enters data into grievance, arbitration and member representation tracking forms.
  • Maintains office files.
  • Copies and assembles union materials for various events/trainings.
  • Builds binders for MOU bargaining and training.

Meeting/Governance Duties

  • Develops agenda for South Bay Council meetings, in coordination with Lead Staff and L21 South Bay Vice President.
  • Tracks who is taking meeting minutes; checks minutes for accuracy and transparency.
  • Maintains delegates roster for South Bay Delegates.


  • Creates and distributes fliers for meetings and other events.
  • Coordinates and creates the South Bay Report/News for the Local 21 Executive Committee, and for South Bay member distribution.
  • Proofreads publications as needed.
  • Co-Administrator for L21 website and social media accounts.
  • Assembles daily media clips email.
  • Builds binders for MOU negotiations and trainings.

Direct Member Contact

  • Interacts with members through election campaigns, and membership meetings; and attends various membership committee meetings and employer meetings, such as City Council and Board meetings as assigned.
  • Assists Members with UnionPlus benefits; validates forms for benefits.
  • Construct email addresses for non-Members based on probable email formats per employer or department for the purpose of sending recruitment emails to new employees and fee payers.
  • Monitors jurisdiction reports to track new hires and promotions to assist in organizing drives.


  • Maintains and orders inventory of printed materials from the International, Union Privilege and other groups.
  • Orders office supplies from Office Depot and Costco, including paper products, beverages, and snack supplies.
  • Maintains L21 swag inventory; works with vendors to order swag.

Office and Systems Manager Tasks

  • Administer immediate troubleshooting and repair of office equipment, telephone/voicemail and videoconferencing; if higher level, contact L21 Office Systems Manager.
  • Works with AllCovered IT Tech at their monthly maintenance visits to the South Bay Office and provides technical support to San Jose staff and member leaders.
  • Notifies vendors when equipment needs repairs or other services when necessary (IKON Copier).
  • Liaison with landlord, vendor and service providers.
  • Coordinates office remodeling, re-location and lease negotiations.

Research/Field Assistance

  • Assists field staff by managing email lists in MailChimp and sending communications.
  • Attends meetings in the place of field staff, such as City Council and coalition meetings.
  • Provides support for field staff with tech programs, including Eventbrite, Survey Monkey, Google Docs, Salesforce and MailChimp.
  • Assists staff and chapter Leaders with bylaws revisions.
  • Assists staff on last-minute research requests.

Political Program

  • Assists and attends campaign rallies and GOTV activities.
  • In conjunction with South Bay staff and political director and with South Bay Labor Council, researches and vets’ various candidates for public office. This includes consuming multiple local news providers, re-writing COPE questionnaires, setting up meet and greets between L21 staff/members and candidates; gathering input from all stakeholders; tracking FPPC fundraising forms; attending COPE endorsement interviews and decisions.
  • In conjunction with South Bay staff and political director, develops and implements Member volunteer program in elections. This includes developing a campaign plan and calendar; developing all fliers and sign-in sheets; developing an effective recruitment rap; tracking and rewarding volunteers; taking photos and videos for social media and communications; thanking volunteers at end of campaign with swag and recognition event.
  • When applicable, supervises political organizer with political director.


  • Assists field staff/Senior Staff person on various projects as assigned.
  • Participates in other Local 21-wide projects, including Next Gen, Steward Program, Wellness Program, Resistance activities, etc.
  • Finds and attends annual trainings.

Compensation for this position is $38.92/hour and includes a great benefits package.

Application Procedure
To be considered for this position, please provide the following:

  • A current résumé reflecting qualifications for this position.
  • Letter of application addressing how accomplishments in your career have prepared you to meet the challenges and opportunities facing Local 21, a public sector union of highly trained professional and technical employees.

To Apply
All materials must be sent electronically to Debra Grabelle c/o Mayra Jaimes at this email address: jobs@ifpte21.org. Applications will be considered until position is filled

IFPTE Local 21 is deeply committed to diversity and inclusion in our hiring practices. We are an affirmative action, equal opportunity employer and interested in applicants of all ages, races, sexual orientations, national origins, ethnicities, religions, and genders. All inquiries and material submitted will be kept confidential.

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