Operations Assistant

Based in Washington, DC


Job Category: Local 2
Requisition Number: OPERA002734
Type: Full-Time
Location: Washington | DC | 20036 | USA

Job Title: Operations Assistant
Location: Washington, D.C.
Grade/Salary: Local 2/PS1 - $66,029

This position is responsible for assisting the Operations Manager with the operations and administrative functions of the Data Systems and Analytics and Information Technology Departments. Including: assistance with budget monitoring, tracking, and processing of invoices and billables, reconciling daily and monthly receipts, file management on multiple databases and shared drives, organizing schedules and events for SEIU's Chief Technology Officer & the Director of the Data Systems and Analytics Department, and the ordering and maintaining of department office supplies.

Primary Responsibilities:

  • Assist the CTO and DSA Director with calendar management, coordination, and scheduling.
  • Examines and processes vendor invoices and creates billable reports as needed. Verifies that the work charged falls within the scope of Memorandums of Understanding (MOU) or contracts between the Data Systems and Analytics and Information Technology Departments and locals or vendors. Uses judgment to determine if an issue needs to be brought to the Operations Manager's attention.
  • Recommends and implements process changes to generate greater efficiencies.
  • Provides Operations Manager with logistical assistance associated with shipping and development and production of materials for large- and small-scale conferences, trainings and other meetings.
  • Creates and compiles reports for the Operations Manager and Department Directors for special projects and maintains contact with other departments on related projects or reporting.
  • Maintains department calendars and department office supplies.
  • Uploads and maintains documentations of contracts, MOUs, and invoices on shared department drives, as needed.
  • Assists with the identification and adoption of best practices to increase the effectiveness and efficiency of Data Systems and Analytics, and Data & Technology Departments.
  • Maintains operations for ordering and controlling office supplies. Recommends, coordinates and implements process changes with the Operations Manager.
  • Performs other duties as required to support the departments and their missions.

Data Systems and Analytics department, CTO, IT Vendor, SEIU International, and local staff.

Direction and Decision Making:
This position reports to the Operations Manager for Data Systems and Analytics, and Data & Technology Departments.

Minimum Qualifications:
Graduation from an accredited four-year college or university; or three (3) years of experience managing budgets; maintenance of online research tools and databases; and two (2) years of administrative experience.

All applicants/incumbents must be able to demonstrate the following knowledge, skills, and abilities:

  • Demonstrated skills in the use of computers including Microsoft Office suite (e.g. Excel, PowerPoint, Word) and Google Suite.
  • Strong preference for candidates with familiarity with messaging tools like Slack, third-party scheduling software like Calendly, and project management software such as Jira.
  • Knowledge of administrative and operations
  • Ability to deal with sensitive political and organizational situations
  • Knowledge of and proficiency in coordinating travel and expenses
  • Excellent interpersonal skills and ability to communicate effectively, both orally and in writing
  • Ability to work effectively independently and in a team environment
  • Ability to work with a variety of internal and external staff in the completion of assignments
  • Ability to handle multiple projects simultaneously and set and meet deadlines
  • Ability to make decisions or take actions to solve a problem or reach a goal
  • Ability to think in such a way as to produce new concepts or ideas regarding process improvements
  • Strong organizational skills
  • Knowledge of logistical and operational needs of meetings and events
  • Ability to communicate sensitive information to principals
  • Ability to pay attention to the minute details of a project or task; average organizational skills
  • Ability to adapt to changing situations on a daily basis
  • Familiarity with labor unions and their process is preferred but not required
  • Familiarity with financial systems like NetSuite is a plus

Physical Requirements:
Work is generally performed in an office setting with some irregular hours and will require travel to several retreats and meetings.

Vaccination Requirement: Candidates will be required to show proof of being fully vaccinated against COVID-19 upon commencing employment. Reasonable accommodations will be considered on a case-by-case basis for either a) a certain medical condition(s); or b) on the basis of sincerely held strong religious beliefs and practices; c) as otherwise required by law.

Apply Here: https://www.click2apply.net/xGRp5Qu24YM11idmVuwVd6


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