PASS – Professional Aviation Safety Specialists, AFL-CIO
Professional Aviation Safety Specialists, AFL-CIO

Administrative Assistant

Based in Washington, DC


Since 1977, the Professional Aviation Safety Specialists, AFL-CIO (PASS) has represented more than 11,000 employees of the Federal Aviation Administration (FAA) and Department of Defense (DoD) who install, maintain, support and certify air traffic control and national defense equipment, inspect and oversee the commercial and general aviation industries, develop flight procedures, and perform quality analyses of complex aviation systems used in air traffic control and national defense in the United States and abroad.

PASS is seeking an Administrative Assistant assigned to its National Office in Washington, D.C., who is capable of handling a wide range of duties in support of national officers, staff and other representatives of the organization.


  • Processes incoming and outgoing mail; forwards general mailbox voicemails, faxes and email messages appropriately; acts as point person for bulk mailings utilizing mail room equipment, mailing software and online shipping tools.
  • Sets up conference calls (including videoconferences), schedules and maintains conference rooms; maintains office calendars.
  • Assembles and distributes virtual and physical packets for new members, new employee orientations and other member-related activities.
  • Tracks impending member retirements, and prepares and ships retirement packages.
  • Accurately enters membership information into member database and quality checks the data entered by others.
  • Assists in procuring equipment and managing vendor contracts including, but not limited to, cell phones, office phone system, IT services; troubleshoots office equipment malfunctions and liaise with outside vendors.
  • Arranges travel and accommodations; prepares itineraries; assists with reimbursement vouchers for office staff and members.
  • Sends out correspondence to officers and staff to fill tables at events purchased by the national union.
  • Reviews incoming correspondence and materials; independently prepares responses to inquiries and other correspondence including proofreading, reformatting and editing of correspondence.
  • Orders plaques and other member items in a timely manner and coordinates with officers and chapter leaders.
  • Works with counsel in maintaining the organization’s grievance/litigation database; handles grievance procedure correspondence via email and the U.S. Postal Service.
  • Makes phone calls to chapters officers and members regarding reporting requirements and upcoming meetings.
  • Emails solicitations about upcoming classes for PASS-sponsored training.
  • Prints and gathers training materials and ships them in a timely manner to training venues.


  • One or more years of administrative experience in an office environment.
  • Demonstrated ability to work independently with minimal instruction or supervision and to complete work in a timely manner.
  • Proficient written and verbal communication skills.
  • Experience with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint)
  • Strict attention to detail, particularly with regard to data entry.
  • Experience with SAP Concur preferred, but not required.
  • Experience with or interest in labor organizations preferred, but not required.

Duties will typically be performed at the national office but telework and occasional travel is possible. Salary is competitive and will be commensurate to skills and experience; a full benefits package is available for full-time employees.

PASS is an equal opportunity employer and encourages applicants from all backgrounds to apply.

To Apply:
Please email a résumé and references to ssutich@passnational.org.

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