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Record Secretary

Location: Washington DC Headquarters

Duration: Full-time position; posting closes when position is filled.

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

Position Description

The Record Secretary is responsible for the administrative and accounting support the International provides to local unions for financial assistance and picketing programs.  The Record Secretary processes the payments and maintains the records of financial transactions relating to expense reports for field staff.

Duties and Responsibilities

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

  • Monitors and maintains the accuracy and integrity of the financial assistance, strike and picketing programs by processing reports, generating payments, processing requests for new programs, renewing existing programs and updating system records as necessary.
  • Monitors the accuracy and integrity of expense information in line with UFCW policy and collective bargaining agreements by verifying, adjusting and processing the expense reports from U.S. field personnel through the Concur SAP Expense Management System and borrowed personnel through the Solomon system.
  • Prepares approval letters/forms under the President’s signature for financial assistance and picketing programs.
  • Receives, verifies, and processes strike reports for payment, and updates system records.
  • Provides coverage for the Organizing Department.


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

Minimum of two years of progressive accounting experience is required.  Ability to maintain confidentiality of UFCW records and financial information.   Familiarity or experience with the facets of the UFCW Financial Management System in order to process a large volume of transactions in a deadline-slated environment desirable.

Knowledge of UFCW field expense procedures and policies and collective bargaining agreements desirable.

Keyboarding Skills

Input ability of 45 words per minute.

Computer/Software Skills

Experience in or aptitude for spreadsheet software and working in a database systems environment.

Communication Skills

Ability to comprehend rules, policies, and procedures, and the ability to communicate them to others.  Ability to communicate and interact with representatives of other departments, field and local union personnel.

Other Knowledge/Skills/Abilities Required

Demonstrated analytical and mathematical abilities.

Must be able to multi-task and determine priorities independently.

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to define problems, collect data, establish facts, and draw valid conclusions.


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 erratic, with periods in which work is rapidly paces.  Duties are generally diverse, with some duties requiring analysis and reasoning.        

Working Conditions

The work is performed in a normal office environment.  The noise level in the work environment is usually moderate.

Physical Demands

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

Reasonable accommodations will be provided pursuant to the Americans with Disabilities Act (ADA).


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/78419426

*Skills assessments with passing scores are required as part of our 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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