Massachusetts AFL-CIO
Western Massachusetts Area Labor Federation (ALF)

Administrative Assistant

Based in Springfield, MA
(some remote work allowed)



  • Ability to use email, Microsoft Word, Excel, QuickBooks, AFL-CIO Labor Key applications and ADP website for payroll. Ability to access and modify information within other associated apps/portals and social media when needed. Ability to use the internet to research new issues or contacts related to job duties.
  • Ability to read, understand and implement WMALF and AFL-CIO directives such as WMALF Financial Policy, WMALF Constitution and by-laws, AFL-CIO financial rules governing central bodies in collaboration and direction of the board.
  • Review and act on incoming mail or email correspondence; archive monthly meeting agendas, minutes, track meeting attendance. Distribute communications via email and telephone in a timely manner.
  • Participate in trainings related to updates in Labor Key, AFL CIO annual reporting or ADP payroll.
  • Maintain and update WMALF affiliate’s per capita payments, delegate information and union affiliates contact information through Labor Key database. Each quarter send statements to affiliates for per capita payments. Follow up with affiliates pertaining to per capita questions or arrears. Generate reports for board/organizer review through Labor Key.
  • Maintain WMALF bank accounts and pay bills through the bill pay portal. Keep track of fees or non-cashed checks per financial processes policy. Reconcile monthly statements in QB. Work with treasurer to assess any banking issues.
  • Maintain and update QuickBooks relating to accounts receivable (per cap, grants or fund raising) and accounts payable. Generate P+L and Balance sheet for board review at meetings. Reconcile bank accounts each month and file summary/detail reports for the month electronically and in Audit binder. Contact tax preparer with WMALF financials or other IRS or MA state correspondence if needed.
  • Track and enter data for payroll in ADP for WMALF employees. Monitor payroll tax messages in ADP. Monitor WMALF employee health benefits, and work with MA AFL-CIO regarding employee benefit contribution amounts. Alert treasurer to semiannual RFR bill for review prior to reimbursement to MA AFL-CIO for employee Health Benefits.
  • Work with the treasurer and organizer to review WMALF budget annually and make recommendations based on QB data from previous year and proposed activities impacting current year’s budget.
  • Assist board/organizer with elections, events, programs when needed. Invoice unpaid registrations or other program fees and follow up to collect in a timely manner.
  • Work with WMALF treasurer to collect information for entry into the AFL-CIO portal for annual reporting.
  • Work with treasurer/organizer and trustees to perform quarterly financial audits for AFL-CIO. Maintain signed/completed audit reports for AFL-CIO reporting.
  • Oversee, manage, and collect applications for annual GLP scholarship. Work with scholarship sponsor (Law firm PSRB) to implement the scholarship.
  • Maintain reminder file for pending items that need action by treasurer, organizer, or other board members. Notify responsible party of needed actions with reminders.
  • Manage IT hardware and software issues and oversee data backup.
  • Perform any other responsibilities as directed by the WMALF President/Treasurer.

Part time position requires attendance at the office with some remote work allowed as needed. 13.5 hours week – WMALF (27 hours a pay period)

Posting dates: 9/13/2023 through 10/13/2023

To Apply:
Send applications via email to: organizer@wmalf.org and cc: admin@wmalf.org

Western Massachusetts Area Labor Federation (WMALF)
640 Page Blvd., Room 101
Springfield, MA 01104
Office: (413) 732-7970
Mobile: (413) 687 9670

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