Administrative Secretary – Accounting Department

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

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

Position Description

The Administrative Secretary provides administrative, accounting, and operational support to the Accounting Department (including the Auditing Department), performing highly confidential and sensitive work. This role supports financial reporting, audit coordination, and departmental operations by managing key accounting and administrative processes, maintaining financial records, performing reconciliations, and ensuring compliance with internal controls and organizational policies.  The incumbent must be able to work with minimal supervision and to exercise independent judgment in the prioritization of their responsibilities and the work organization.

The role requires regular interaction with the Comptroller, senior leadership, and internal and external stakeholders, including external auditors. The role supports the Comptroller, who assists the International Secretary-Treasurer’s Office and the International President’s Office with financial management.

The role exercises a high degree of discretion, independent judgment, and initiative, and serves as a critical coordination point for departmental workflows, audit activities, and reporting requirements. In addition, the position functions as backup support to the staff of the International Secretary-Treasurer’s Office, as needed.

Duties and Responsibilities

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Performs administrative and general support duties of a highly responsible and confidential nature while
exercising a high degree of discretion and initiative. This position involves exposure to highly sensitive
information and interaction with high-level contacts, requiring a high degree of discretion, diplomacy, and
judgment.
Performs a broad range of secretarial and administrative duties for the Accounting Department, including
typing, expense submission, invoice processing through accounts payable systems, SharePoint file
management, recordkeeping and scanning, telephone coverage, correspondence preparation, mail
distribution, scheduling, and reporting support for attendance, itineraries, and LM-2 reporting.
Performs time entry for the Accounting Department and serves as time entry coordinator. Coordinates with Human Resources to resolve missing or incomplete time entries and activity codes and ensures accuracy and compliance with payroll and reporting requirements.
Formats and distributes accounting, financial, and budget reports. Supports financial reporting by tracking
deliverables and assisting with documentation requests to ensure completeness and timeliness.
Monitors outstanding assignments within the accounting system and follows up with responsible parties to ensure timely completion and proper documentation.
Coordinates audit timing and logistics by working with internal departments and external auditors, organizing documentation, and supporting audit activities.
Prepares and coordinates department meeting materials, including meeting minutes, attendance records,
and agendas, in collaboration with the Comptroller.
Assists the Comptroller and Assistant Comptroller in meetings by taking notes, preparing materials, and
providing administrative and operational support, including but not limited to budget and financial review
meetings, strategy and planning meetings, and other related meetings or discussions.
Orders supplies for the Accounting Department.
Prepares and gathers information from employees for annual Beck calculations.
Prepares and processes various accounting and governmental forms.
Responsible for petty cash disbursements of up to $20.00.
Works with the support staff in the Secretary-Treasurer’s Department to meet deadlines and expedite
workflow.
Maintains and updates the Accounting Department’s policies and procedures manual by proofreading,
revising, and ensuring alignment with current practices, internal controls, and organizational requirements.
Assists the Auditing Department with accounting system input for LM-2 reports, budgets, and financial
reporting.
Maintains financial security by following internal controls and complying with policies and procedures.
Protects UFCW International operations by maintaining the confidentiality of sensitive or confidential data or materials.

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

This job requires previous secretarial experience and knowledge of the organization’s structure, policies and procedures. Experience in using spreadsheet software is also required.

Keyboarding Skills

Input ability of 65 words per minute.

Computer/Software Skills

Proven ability to navigate through database systems to retrieve, update, and verify information. Ability to
organize and prepare complex documents requiring the integration of office technology and software,
including word processing applications. Proficiency in Microsoft Word, Excel, Outlook, and Sharepoint is
required.

Communication Skills

Strong oral and written communication skills. Experience in reading and interpreting complex documents.
Must be able to professionally compose correspondence, effectively present information, and respond to
questions from individuals.

Other Skills & Attributes

Demonstrated ability to perform administrative and general support duties of a highly responsible and
confidential nature while exercising a high degree of discretion and initiative.  Must be able to work
independently and as part of a team.
The desire to serve and work with Plan participants and beneficiaries. Must be analytical, patient,
compassionate, and possess demonstrated organizational skills.
Ability to professionally compose correspondence, spell correctly, and use proper grammar and punctuation.
Ability to coordinate multiple tasks. Must be able to prioritize work assignments with little or no supervision and demonstrate strong attention to detail.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to make independent decisions and exercise good judgment.
Ability to meet attendance and performance requirements, including punctuality and adherence to deadlines.

Job Demands

Must meet attendance standards and work extended hours regularly. Must be able to handle multiple priorities with frequently overlapping deadlines and interruptions. Convention-related activities significantly increase workload.

Working Conditions

The work is performed in a normal office environment. The noise level in the work environment is usually moderate. The work atmosphere is fast-paced and deadline-oriented.

Physical Demands

The position involves, but is not limited to, written and oral communication skills, use of a computer keyboard, close vision, sitting for long periods, stooping, bending, and reaching.

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

Compensation

Salary Range: $55,500 – $ 64,478.
This is an exempt position under the Fair Labor Standards Act (FLSA).

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.