Indianapolis, Indiana
UniServ Assistant Job Opening in Indianapolis, Indiana - This position provides administrative and skilled secretarial assistance to UniServ Directors as assigned. The qualifications listed below are those qualifications required for the position but do not encompass all those activities which may be included in the responsibilities and performance expectations of the job. There are certain daily activities related to the individual?s job which may be performed regularly but are too general in nature to include.
Act as the receptionist for UniServ Director(s) and UniServ office. Answer telephone and place calls as necessary. Receive mail at office and forward/distribute appropriately
Respond to routine questions and communications from locals and members. Redirect questions to the UniServ Director(s) or to the Member Resource Center as appropriate
Prepare and proofread general correspondence
Schedule appointments and maintain calendar for UniServ Director(s) as requested.
Arrange for meetings and trainings, i.e., issue invitations, receive RSVPs, send reminders, and prepare all necessary materials including agendas, sign-in sheets, handouts, binders, etc.
Prepare and manage meeting agendas, minutes, and treasurer reports as requested
Provide UniServ Director(s) with contact info for local leaders (e-mail, phone numbers, building addresses, etc.)
Prepare and maintain distribution lists ? Presidents, UniServ Council, PAC, DisCo, etc.
Assist UD in production and distribution of newsletters
Create survey (electronic or paper) and download survey information
Access the VAN and pull lists for UniServ Director(s) as requested
Enter data as requested
File and scan documents as requested
Provide documents and resources to local leaders and members as requested (Attorney Referral Program, NEA Member Benefit info, etc.)
Perform accounting and bookkeeping duties using Quickbooks
Maintain personnel files of individual members as requested by UniServ Director(s)
Develop and maintain records and data using Microsoft Office programs and other Association technology
Assist UniServ Director(s) in the management of the office and maintain an adequate level of office supplies
Assist UniServ Director(s) with membership training materials/packets as requested and help facilitate the preparation and distribution of membership materials and enrollment forms for the membership campaign. Coordinate with the Member Resource Center as needed
Create and maintain Excel spreadsheets and databases to manage data collection, perform basic data comparison, and prepare reports as requested
Perform basic research and monitoring via internet and social media formats as requested and forward relevant info to UniServ Director(s) (example-IDOE, local newspapers, websites, school board agendas/business, Facebook, etc.)
Prepare materials for hearings, dismissals, Fact-Findings, etc. as requested by the UniServ Director(s)
Collect, proof, and update local collective bargaining agreements and send to Research Department as requested
Assist in gathering data for Salary Database (BS0, MS0, MAX, etc.)
Assist in gathering data for number of potential members (Bargaining unit portion of the School Directory)
Locate and retrieve school finance documents, salary data, and potential member data as requested by the UniServ Director(s)
Attend meetings if requested (per ASO contract)
Perform reasonable miscellaneous job-related activities assigned by UniServ Director(s), supervisor, or the Executive Director or designee
Qualifications:
Graduation from a standard high school or vocational school
Knowledge of the internal and external functions of the Association
Excellent technology skills, including proficiency in Microsoft tools, QuickBooks, current communication mediums, Internet navigation, and the operation of common office equipment
Demonstrated understanding of and accuracy in English grammar, spelling, punctuation, proofreading, and accepted typing styles and formats
Ability to accurately process and maintain administrative and fiscal records
Ability to anticipate administrative day-to-day needs of UniServ Director(s) and deliver work that supports the assigned UniServ Director(s)
Experience using sound judgment in making decisions and ability to work independently on responsible and confidential assignments
Demonstrated ability to communicate tactfully, courteously, and effectively, both verbally and in writing
Ability to work effectively and harmoniously with others
Ability to complete work with accuracy and within established timelines
Demonstrated experience and success in working effectively under pressure solving problems and meeting stringent timelines
Job Type: Full-time
Required education:
High school or equivalent
Required experience:
Administrative Assistant: 2 years
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