Confidential Secretary

Location: Washington DC Headquarters

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 Confidential Secretary performs administrative duties, secretarial support, and business work of a highly confidential and sensitive nature for the President’s Office.

Duties and Responsibilities

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

Performs a broad range of secretarial duties for the President’s Office, but not limited to, typing, check requests, filing, answering telephones, composing and preparing correspondence.
Oversees/handles all daily parking requests from Headquarters Staff, which includes maintaining a daily spreadsheet of all assigned parking spaces.
Reviews and logs mail and other communications and information that filters through the President’s Office, which includes noting the action taken and location in files and ensures continuity and proper processing in line with established headquarters policies, rules, practices, and procedures. 
Maintains records of expenditures for donations, contributions, flowers, ads, and testimonials.
Orders flowers and processes contributions sent on behalf of the International Executive Committee in circumstances of bereavement or illness.
Maintains the Executive Board room calendar schedule.
Processes correspondence related to dissolutions, including recommendations to Executive Committee.
Verifies local union officer termination dates and resolves any discrepancies.
Sends out congratulatory letters to new and re-elected officers and informs appropriate departments of changes in officers and addresses.
Processes initiation fee waiver requests from region directors.
Serves as key operator for the photocopier and maintains office supplies for the President’s Office, Legislative and Political Action, and Civil Rights and Community Action Departments.
Provides back-up and support to the Executive Secretaries in the President’s Office as needed.
Sends out correspondence to officers and staff to fill tables at events/receptions purchased by the International.
Performs administrative and general support duties of a highly responsible and confidential nature while exercising a high degree of discretion and initiative.
Must be punctual and timely in meeting requirements of performance, including, but not limited to, attendance requirements and work deadlines.
Extended hours are required.
Protects the UFCW International operations by maintaining confidentiality of any data or materials of a sensitive of confidential nature.

Education and/or Experience

Minimum five years previous secretarial experience required, preferably supporting a senior‐level position. Must have thorough understanding of UFCW history, structure, policies, procedures, and field operations.  Must also have fundamental understanding of the UFCW Constitution provisions.

Secretarial Skills

Shorthand or fast-notes ability required.  Must be able to transcribe and format documents. Ability to professionally compose correspondence, spell correctly, use proper grammar and punctuation.

Keyboarding Skills

Input ability of 65 words per minute.

Computer/Software Skills

Ability to use Microsoft Word and Excel and database systems to create and properly finalized documents related to duties and responsibilities is required.

Communication Skills

Communicates clearly and concisely, both orally and in writing. Ability to comprehend rules, policies, and procedures, and the ability to communicate them to others. Must be able to answer multiple telephone lines efficiently and courteously.

Other Knowledge/Skills/Abilities Required

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.
Strong attention to detail and accuracy. Must be able to work under pressure.
Detail oriented, advanced organizational skills, and follow through on multiple tasks and matters is essential.
Must have demonstrated ability to work independently with little or no instruction or supervision.
Must show a pleasant demeanor and be innovative and participatory rather than reactive.  Must be able to add, subtract, multiply, and divide in all units of measure.
Must have advanced analytical skills.

Job Demands

Convention‐related activities significantly increase workload and require increased travel during Convention periods.  Must meet attendance standards and work extended hours on a regular basis. Must be able to handle multiple priorities with frequently overlapping deadlines and interruptions.

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 computer keyboard, close vision, sitting for long periods, stooping, bending, and reaching.

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/74768558

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.