Administrative Assistant

About SEIU 775

SEIU 775 represents more than 60,000 long-term care workers providing quality home care, nursing home care, and residential services in Washington, Montana, and Alaska. SEIU 775’s mission is to unite the strength of all caregivers, to create a better life for ourselves and those we care for, and to lead the way to a more just and equitable world.

About This Role

The Administrative Assistant works in the department(s) in which they are hired, and works closely with Union officers, management staff, and staff of other departments and partner organizations. 

The Administrative Assistant’s primary responsibility is managing, coordinating, and overseeing administrative duties supporting a large, diverse team. This position ensures the team is organized and running efficiently.  

Essential Functions:

• Provide a wide range of administrative tasks, office, and clerical support for the Finance department  
• Perform event and meeting planning for retreats, conferences, and other meetings, including all aspects of meeting logistics, turn-out, and preparation, such as scheduling, venue planning, travel, materials production, vendor relations, and staff support for event 
• Periodical field work to support Member payroll function
• Personal assistance, including preparation and management of expense records for department staff and Union members 
• Assistance with troubleshooting phone or computer problems, including initiating and managing IT support tickets 
• Provide calendar management for department director(s) 
• Maintain accurate written and digital records 
• Coordinate timecard collection with the appropriate teams, as well as other payroll support tasks 
• Word processing/mail merge 
• Draft correspondence and reports 
• Create and analyze spreadsheets and presentations 
• Produce daily, weekly, and monthly reporting 
• Gather and organize Member new hire paperwork
• Travel for days at a time may be required 
• May be required to do political work for candidates and member political education as part of job duties.
• Other duties as assigned.

Skills & Abilities:

• A general understanding of the payroll cycle
• Proficiency in developing and maintaining SharePoint sites, forms, and Outlook calendars as needed.   
• Ability to receive direction and instruction from the department directors and managers, as well as Union officers, Union or partnership leaders and staff, and employers as needed. 
• High level of integrity and discretion in handling confidential and sensitive information. 
• Superior attention to detail, great organization and prioritization skills, and the ability to meet tight deadlines while juggling multiple critical requests. 
• Positive, proactive, and able to exercise great judgment. 
• Ability to work effectively with minimal supervision. 

Minimum Qualifications: (Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job may be considered.)

• Three (3) years of related experience in the areas of office management, including responsible administrative work supporting high-level management or executives. 
• One (1) year of experience in an Accounting & Finance environment
• Experience in use of databases, Adobe, Intermediate Excel – including Pivot tables – Word, PowerPoint, and other Microsoft programs.   
• Business writing ability in English.   
• Experience or willingness to develop proficiency in use of interactive programs and our member database (Unionware and/or Salesforce).  
• Occasional weekend work is required for this position.  

Preferred Qualifications

• Fluency in language(s) in addition to English, preference for native speakers.   
• Experience in Union, human services referral and information program, and social justice organizations. 

Typical Working Conditions: The typical working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, requirements include:

• Professional office environment with regular interaction across departments, leadership, and external partners. 
• Primarily on-site work with occasional remote or hybrid flexibility depending on departmental needs. 
• Frequent communication via phone, email, and virtual meeting platforms to coordinate schedules, events, and administrative processes. 
• Fast-paced environment requiring strong organization, multitasking, and attention to detail to meet multiple deadlines. 
• Occasional evening or weekend work to support meetings, conferences, and union events. 
• Work involves handling confidential and sensitive information requiring discretion and professionalism. 
• May be required work outside of normal business hours to include weekends, evenings, holidays, etc.

Physical Working Conditions: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, requirements include:

• Work performed primarily at a desk or workstation involving extended periods of sitting and computer use. 
• Frequent standing, walking, talking, and listening during meetings and events (up to three hours at a time with intermittent breaks). 
• Occasional lifting or transport of materials and office supplies up to 25 pounds. 
• Regular use of standard office equipment such as computers, printers, scanners, copiers, and phones. 
• Occasional travel and overnight stays may be required for meetings, retreats, or conferences. 

Compensation:

Providing current or previous salary information is optional and will not be factored into hiring decisions. Prospective Employees covered by the CBA can request a copy of the wage scale, the CBA, and any current relevant MOUs upon application to the position.

This position is full-time, non-exempt. This position is not included in the Bargaining Unit. Pay ranges from $33.18 – $43.29 per year. Benefits include vacation, holiday, and sick leave benefits, fully employer paid health, dental, vision, and life insurance, defined benefit pension plan, and optional 401(k), WFH credit, pet insurance, and more.

Women and diversity candidates strongly encouraged to apply.

AFFIRMATIVE ACTION EMPLOYER

SEIU 775 is an affirmative action employer and encourages applications from all qualified candidates without regard for race, color, religion, sex, national origin, age, creed, gender, citizenship status, disability, veteran status, marital status, sexual orientation, gender identity, gender expression, genetics, the presence of sensory, mental or physical disability, or any other discrimination prohibited by law. SEIU 775 works to ensure fair treatment of applicants and employees and actively enforces policies against discrimination and sexual harassment.

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, creed, gender, citizenship status, disability, veteran status, marital status, sexual orientation, gender identity, gender expression, genetics, the presence of sensory, mental or physical disability, or any other discrimination prohibited by law. In addition to federal law requirements, we comply with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.