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General Office Clerk V

Location: Washington, D.C. (On-Site)

Duration: 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.


Position Description

The General Office Clerk V position performs essential, diverse and back-up functions as assigned by the Director of Operational Support and Services. This position is responsible for various UFCW inventories. This position performs back-up coverage for certain functions in the  Shipping,  Printing and Receiving Office.

Duties and Responsibilities

Includes the following. Other duties may be assigned. This list is not exhaustive and may be supplemented.

Maintains the inventories of UFCW apparel and logo items, printed material, project and campaign items. Performs physical count of items and merchandise; maintains appropriate stock quantities; handles in-house sales of merchandise to employees; updates and generates appropriate inventory reporting documents; monitors inventories through the reconciliation of purchases and sales; and resolves discrepancies related to inventories. Oversees the acquisition or bidding process for the purchase of new logo items, including preparing bid requests for designated vendors, submitting purchase orders as appropriate and maintaining contact with requesting employee/department and vendor throughout the production process. Assists vendors in distributing merchandise invoices to appropriate departments and local unions monthly.

Assists in the Shipping, Printing and Receiving Office in the absence of the Office Services Assistant or during times when the office has high work volumes. The duties related to Shipping, Printing and Receiving Office will include assisting with the distribution of incoming mail, the processing of outgoing mail, the completion of printing jobs, the filling of supply orders, covering the office during breaks/lunch and accommodating other service requests related to supplies or equipment which that office handles.

Acts as the point of contact for UPS and USPS accounts, including filing claims, setting up and assisting new users, monitoring flow of shipments, resolving issues and maintaining contact with account representatives.

Assists staff with the packing and shipping of items for general mailing as well as out-of-office conferences and meetings.

Orders business cards for all newly hired UFCW employees and employees’ whose names, titles or assigned departments have changed.

Assists with the maintenance of UFCW’ s copiers and acts as the primary point of contact for vendors and UFCW employees for all copier-related issues, including identifying and resolving technical and network issues, ordering of supplies, assisting with service calls, providing guidance on operating procedures and processing lease and copier supplies payments.

Assumes lead role in performing ergonomic evaluations and setting up ergonomic accommodations for UFCW employees, including scheduling and performing ergonomic evaluations, preparing evaluation reports and assisting with the completion of recommended workstation changes.

Provides backup for the printing of envelopes on demand for the Secretary-Treasurer’s and Benefits Offices.

Assists and provides guidance to online users when ordering UFCW printed items and logo products; answers written and verbal communications related to items, manages user setup and removal and provides support throughout the ordering process. Also, processes payments to vendors for the online store and for printed items and logo products ordered.

Retrieves, reviews, releases, or forwards orders for UFCW printed material. Coordinates with office staff and the vendor to maintain a sufficient stock of UFCW printed material and to update document content as necessary.

Performs administrative duties related to check requests, deposits, answering telephones, maintaining files, formatting letters, and assisting guests and visitors as needed.

Acts as the third backup to the reception area.

Maintains daily contact with his/her home department and communicates with his/ her director throughout all backup assignments.

Must be punctual and timely in meeting requirements of performance, including, but not limited to, attendance requirements and work deadlines.

Must develop and maintain courteous and effective working relationships with employees at all levels of the organization, tenants, and representatives of external organizations.

Protects International operations by maintaining the confidentiality of any information that may be of a sensitive or confidential nature.

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.

While each of the following requirements represents the desired level of competency for the above-described position, the UFCW reserves the right to modify such standards when the job or position does not otherwise require a particular level of performance.

Education and/or Experience

Two years of related experience is required. Knowledge of the organization’s structure, policies and procedures is preferred, but not required.

Keyboarding Skills

40 words per minute.

Computer/Software Skills

The ability to use MS Word and Excel to update, review, and manage documents related to duties and responsibilities is required. A complete understanding of file management, including the relationship between files and folders.

An understanding of and the ability to navigate basic vendor websites and applications, including the ability to place orders and update customer account information is necessary.

Communication Skills

Ability to absorb and retain technical knowledge in numerous applications.  Ability to compose basic correspondence. Must be able to spell correctly, use proper grammar and punctuation, and format documents. Must be able to articulate rules, policies, and procedures.  Must be able to answer multiple telephone lines efficiently and courteously. Must have strong interpersonal skills.

Other Knowledge/Skills/Abilities Required

Must be detail-oriented.

Ability to respond, prioritize, and execute numerous tasks at once. Must be able to work independently and as a team member.

Ability to define problems, collect data, establish facts of the problem, and draw proper conclusions. The work is performed in a normal office environment. The noise level in the work environment is usually moderate.

Must be eager to broaden knowledge of organizational processes and procedures, as well as skill level in relevant software packages.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Ability to add, subtract, multiply, and divide in all units of measure.

Attendance

Attendance will be a determining consideration in all cases where two or more applicants have equal ability, qualifications and/or reliability.

Job Demands

Pace of work is generally moderate and even with occasional periods in which work is rapidly paced.

Working Conditions

The work is performed in a normal office environment.  The noise level in the work environment is moderate. It may be loud when working in the shipping and receiving area as well as dusty.

Physical Demands

This position involves, but is not limited to, written and oral communication skills, use of computer keyboard, close vision, sitting for long periods, stooping, bending, reaching and the ability to transport at least 50 pounds.

Compensation:         

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).

To apply submit cover letter, resume to: http://jobs.localjobnetwork.com/j/67684614

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

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.

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