International Longshore & Warehouse Union
Local 52

Office Manager, Part Time

Based in Seattle, WA

 

SUMMARY
The Office Manager manages the financial and administrative operations of the non-profit labor union ILWU 52. This active, one-person office role requires a highly organized and self-sufficient individual responsible for full-charge bookkeeping, payroll, administrative support for union officials, and direct member support. The position reports to the ILWU 52 Business Agent/Secretary-Treasurer, and is represented by OPEIU Local 8, AFL-CIO.

KEY RESPONSIBILITIES
Bookkeeping & Financial Management

• Account for all financial transactions utilizing QuickBooks Desktop Enterprise including general ledger, payroll, payables, member billing and receipts, and bank deposits. Manage Quickbooks configuration and environment.
• General Ledger: Track income/expenses, ensuring proper coding and supporting documentation. Reconcile bank accounts monthly. Reconcile payroll liability accounts quarterly. Reconcile all other balance sheet accounts annually. Prepare and document journal entries as needed. 
• Payroll: Process weekly payroll for 2-10 employees, prepare/file all weekly, monthly, quarterly and annual payroll reports. 
• Payables: Receive and review all expenditure requests. Ensure proper supporting documentation and approvals before payment. Perform highly detailed review of JCLRC Monthly Dispatch expense for proper charges and monthly reporting. Prepare year end 1099 forms. 
• Receivables: Track and bill members for dues, fines, and assessments; follow up on past-due accounts. Submit and track various reimbursement requests 
• Reporting: Prepare monthly financial reports for Union Officials and Membership. Prepare annual schedules for external financial and benefit audits. Assist with annual Department of Labor LM-2 Report and Tax Return Form 990.
• Safeguard sensitive and confidential information, maintaining physical and electronic files/backups 
• Maintain financial records in accordance with federal US Dept of Labor LMRDA requirements for labor unions. 

Member Support

• Serve as first point of contact for members with questions about dues, benefits, or records.
• Refer questions to Business Agent, Benefits Consultant, or ILWU-PMA Area Welfare Director, or others as needed.
• Support members in completing forms, applications, and other union-related documents. Maintain confidential member files. 

Administrative Support

• Provide clerical support to Union Officers. Prepare Member expense vouchers for approvals. Copy, scan, research as requested. 
• Maintain Membership records, files, and correspondence.
• Answer phones, handle mail, respond to member inquiries, and direct correspondence appropriately.
• Assist with newsletters and communications to members and retirees as needed. 
• Coordinates with outsourced IT Vendor for office wide computer related assistance.
• Manages supplies and/or maintenance request for copier, postage machine, water delivery service,

DESIRED QUALIFICATIONS

• Associate’s degree in Accounting, Business Administration, or related field preferred (or equivalent experience).
• 2 yrs Full Charge Bookkeeping/Accounting experience; and 2 yrs Full Cycle Payroll experience
• Proficiency in QuickBooks (or similar software) and Excel; Basic skills with MS Word and Outlook; experience with Adobe Pro a plus. **This is highly desirable**
• Required: The OPEIU collective bargaining agreement requires new employees to join the union within 31 days, pay dues/fees, and remain a member in good standing
• Strong organizational, time management, and communication skills.
• Familiarity with labor unions, collective bargaining, member-based organizations, or non-profits desirable.

Working Conditions

• Part-time, Seattle office. Standard office environment. Occasional remote work possible. No travel 
• 24 Hour Per Week: Monday–Thursday, 9:00 AM–3:00 PM

Compensation & Benefits

• Compensation: $37–$42 per hour to start, depending on experience. We value your experience and offer pay that rewards your contributions.
• Paid vacation, sick leave, and generous holidays. Health, dental, retirement, and other benefits as provided by the union.
• Wages, benefits, and other employment terms are governed by the collective bargaining agreement.

To Apply
Please email résumé to Frank Cepeda, Business Agent at: ilwulocal52@yahoo.com.