What are the responsibilities and job description for the Field Office Assistant II position at AFSCME?
The Field Office Assistant II serves as administrative support to Political Action staff, and other professional AFSCME staff in the New York Area office.
Duties
Education and Experience
High school graduate or equivalent.
Skills Requirements
Duties
- Places, answers, screens and redirects a large volume of telephone calls.
- Performs clerical duties which includes answering phone calls, receives visitors, opens and distributes mail, maintains office equipment, and orders office supplies.
- Produces letters, memos, reports and other documents.
- Proofreads for accuracy, grammar, punctuation, and clarity.
- Duplicates and circulates documents to AFSCME staff and affiliates, elected officials and NYS Legislative staff accordingly.
- Prepares APT forms, ensuring accuracy of EAF numbers and forwards to the International for processing.
- Processes bills, scans invoices, and provides to AFSCME Accounting Department.
- Maintains lobbying records for COELIG (Committee on Ethics and Lobbying in Government) on behalf of Political Action staff; works with staff to submit semi-annual and bi-monthly COELIG reports.
- Responsible for adhering to reporting deadlines and tracking ethics training requirements.
- Manages and updates internal list of AFSCME NY political contributions, including information needed for wire transfers, such as ACH info, W9s and committee names, addresses, etc.
- Makes travel reservations as requested. Prepares travel itinerary and confirms plans.
- Manages AFSCME NY Political Action staff calendar: schedules appointments, makes and shares calendar invitations, hosts Zooms as needed.
- Submits weekly staff attendance and prepares vacation/leave request forms as needed.
- Plans and handles all logistics/arrangements for conferences, receptions and political action meetings.
- Establishes and maintains paper and electronic files to include Legislative Assembly and Senate bills and files for budgetary purposes which may require entering new date or updating existing
- Runs various pre-established reports from budgetary files. Creates or modifies file and report formats.
- Processes PEOPLE contributions, membership, authorization cards, and transmits appropriate payment and documentation to the International Union, chapters or locals.
- Submits weekly PEOPLE report to PEOPLE Director.
- Performs other duties as assigned.
Education and Experience
High school graduate or equivalent.
Skills Requirements
- Proficient use of software programs particularly MS Office; or any equivalent combination of education and experience which provides the following knowledge, abilities, and skills.
- Proficiency in the use of all Microsoft Office products, including Outlook, OneDrive, Word and Excel.
- Ability to track and manage annual budget for office supplies, events/conferences, and political contributions.
- Thorough knowledge of office practices and procedures.
- Thorough knowledge of office equipment, such as copier, telephone and other similar machinery.
- Knowledge of grammar, spelling and punctuation to proofread and compose simple and routine correspondence.
- Ability to establish and maintain effective working relationships with co-workers.
- Communication skills sufficient to exchange complex information.
- Ability to supervise and coordinate the work of other office support personnel.
- Prior experience with State Watch or LRS tracking systems a plus.
- Travel and extended work hours may be required.
