Administrative Secretary – Civil Rights and Community Action

Location: Washington DC, near Metro (on-site)

Salary: The salary range is $55,500 – $ 64,478.

Position Description

The Administrative Secretary provides administrative support to the Director and staff within the Civil Rights and Community Action Department. Responsibilities include coordinating schedules and meetings, preparing correspondence and reports, maintaining records, processing invoices and expenses, supporting communications, and assisting with departmental operations. This position requires strong organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Duties and Responsibilities

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Perform a full range of administrative functions, including drafting correspondence, managing filing systems, answering multi-line phones, and processing expense reports and check requests.
Manage complex calendars, schedule meetings, coordinate appointments, and resolve scheduling conflicts
for the Director and department staff.
Read, screen, and organize incoming reports, correspondence, and email; make preliminary assessments
and route documents appropriately.
Draft, proofread, and prepare correspondence, reports, presentations, and other departmental
communications with a high degree of accuracy.
Coordinate travel arrangements including itineraries, accommodations, and transportation logistics.
Prepare and maintain the department’s annual budget for contributions, donations, ad requests, and event
attendance.
Assist in the planning and coordination of department meetings, conferences, and programs.
Prepare and/or ship materials for department programs, including the annual Black History Month Program; maintain supply inventory for such programs.  Maintain and update department databases; create new databases as required.
Maintain the departmental filing system and prepare records for retention in compliance with the
organization’s records retention schedule, and coordinate record activities with the Records Manager.
Prepare and submit required reports, including attendance reports, itineraries, and LM-2 reports.
Serve as a point of contact with coalition-building organizations, UFCW field staff, and other internal staff.
Perform administrative and general support duties of a highly confidential nature, exercising a high degree of discretion and initiative.
Protect UFCW International operations by maintaining strict confidentiality of sensitive data and materials.
Must be punctual and timely in meeting requirements of performance, including, but not limited to, attendance requirements and work deadlines.
Extended hours may be required.

Qualifications

^{To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.}

Education and/or Experience

Minimum five (5) years of progressively responsible administrative support experience, preferably providing support to management, departmental leadership, or multiple staff members in a fast-paced office environment.
Working knowledge of labor union operations, organizational structure, policies, procedures, and member
services preferred. Knowledge of UFCW programs, departments, and field operations is highly desirable.
Demonstrated experience coordinating administrative processes, maintaining records, preparing
correspondence, managing schedules, and supporting departmental projects and initiatives.
Proficiency in Microsoft Office Suite and other business applications, with the ability to learn and utilize organizational systems and technology effectively.

Technical Skills

Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Demonstrated expertise in using database systems.
Keyboarding speed of at least 65 words per minute.
Shorthand or fast-notes ability; ability to accurately transcribe and format documents.

Communication Skills

Demonstrated ability to communicate effectively, both orally and in writing, with employees, management, union representatives, members, and the public.
Ability to prepare, proofread, and edit correspondence, reports, meeting materials, and other business
documents with a high degree of accuracy and professionalism.
Strong interpersonal skills with the ability to provide excellent customer service, respond to inquiries, and
maintain positive working relationships across all levels of the organization.
Ability to exercise discretion and professionalism when handling sensitive or confidential information.
Skilled in conveying information clearly, gathering relevant details, and following up to ensure timely completion of assignments and requests.

Other Skills & Attributes

Exceptional attention to detail, organizational skills, and the ability to follow through on multiple tasks with overlapping deadlines.
Demonstrated ability to work independently and exercising sound judgment and initiative.
Strong analytical and problem-solving skills.
Positive, collaborative demeanor; innovative and proactive rather than reactive in approach.
Basic math proficiency (addition, subtraction, multiplication, division across all units of measure).

Working Conditions

This position is performed in a standard office environment with moderate noise levels. The work atmosphere is fast-paced and deadline-oriented. Extended hours may be required, particularly during conference periods, which significantly increases workload and travel demands.

Physical Demands

The role requires oral and written communication, use of a computer keyboard, close vision, prolonged periods of sitting, and occasional stooping, bending, and reaching.

Travel

Travel may be required. Conference-related activities will periodically increase travel frequency.

*Skills assessments with passing scores are required as part of our pre-employment process. *

Compensation

Salary Range: $55,500 – $ 64,478.

The UFCW provides a very generous benefits package, including:

Comprehensive health insurance coverage.
Life insurance provided with ability to purchase supplemental life insurance at favorable rates.
Retirement Savings Account.
401(k) plan with employer matching.
Pension plan.
Dependent care reimbursement account program.
Health care reimbursement account program.
Transportation program benefits.
Three weeks of paid vacation, 12 days of paid short-term sick leave, Extended Sick Leave program, paid parental leave.
Prepaid Legal Plan (for DC/MD/VA only).

Duration: 

This is a full-time position; posting closes when position is filled.    

Vaccination Requirement: The UFCW requires all employees to be fully vaccinated against COVID-19 as a condition of employment, consistent with applicable law. Any request or questions may be submitted to hrcovid@ufcw.org.

To apply submit cover letter, resume to: humanresources@ufcw.org         

We believe our success rests on recruiting and retaining a diverse staff. UFCW is an equal opportunity employer. Woman and people of color are encouraged to apply. Reasonable accommodations will be provided pursuant to the state and federal laws.