Administrative Secretary – Accounting Department : District of Columbia

United Food and Commercial Workers

Administrative Secretary
Accounting Department

Based in Washington DC
near Metro (on-site)
ufcw.org

Administrative Secretary – Accounting Department

Organization:
United Food and Commercial Workers International Union (UFCW) is North America’s neighborhood union; standing together to improve the lives and livelihoods of workers, families and communities. Our members work primarily in the retail food, meatpacking, poultry, food processing and manufacturing and retail store industries.

Location:
Washington DC, near Metro (on-site)

Position Description:
The Administrative Secretary provides administrative, accounting, and operational support to the Accounting Department (including the Auditing Department), performing highly confidential and sensitive work. This role supports financial reporting, audit coordination, and departmental operations by managing key accounting and administrative processes, maintaining financial records, performing reconciliations, and ensuring compliance with internal controls and organizational policies. The incumbent must be able to work with minimal supervision and to exercise independent judgment in the prioritization of their responsibilities and the work organization. 
 
The role requires regular interaction with the Comptroller, senior leadership, and internal and external stakeholders, including external auditors. The role supports the Comptroller, who assists the International Secretary-Treasurer’s Office and the International President’s Office with financial management. 
 
The role exercises a high degree of discretion, independent judgment, and initiative, and serves as a critical coordination point for departmental workflows, audit activities, and reporting requirements. In addition, the position functions as backup support to the staff of the International Secretary-Treasurer’s Office, as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Include the following. Other duties may be assigned. This list is not exhaustive and may be supplemented.

• Performs administrative and general support duties of a highly responsible and confidential nature while exercising a high degree of discretion and initiative. This position involves exposure to highly sensitive information and interaction with high-level contacts, requiring a high degree of discretion, diplomacy, and judgment. 
• Performs a broad range of secretarial and administrative duties for the Accounting Department, including typing, expense submission, invoice processing through accounts payable systems, SharePoint file management, recordkeeping and scanning, telephone coverage, correspondence preparation, mail distribution, scheduling, and reporting support for attendance, itineraries, and LM-2 reporting. 
• Performs time entry for the Accounting Department and serves as time entry coordinator. Coordinates with Human Resources to resolve missing or incomplete time entries and activity codes and ensures accuracy and compliance with payroll and reporting requirements. 
• Formats and distributes accounting, financial, and budget reports. Supports financial reporting by tracking deliverables and assisting with documentation requests to ensure completeness and timeliness. 
• Monitors outstanding assignments within the accounting system and follows up with responsible parties to ensure timely completion and proper documentation. 
• Coordinates audit timing and logistics by working with internal departments and external auditors, organizing documentation, and supporting audit activities. 
• Prepares and coordinates department meeting materials, including meeting minutes, attendance records, and agendas, in collaboration with the Comptroller. 
• Assists the Comptroller and Assistant Comptroller in meetings by taking notes, preparing materials, and providing administrative and operational support, including but not limited to budget and financial review meetings, strategy and planning meetings, and other related meetings or discussions. 
• Orders supplies for the Accounting Department. 
• Prepares and gathers information from employees for annual Beck calculations. 
• Prepares and processes various accounting and governmental forms. 
• Responsible for petty cash disbursements of up to $20.00. 
• Works with the support staff in the Secretary-Treasurer’s Department to meet deadlines and expedite workflow. 
• Maintains and updates the Accounting Department’s policies and procedures manual by proofreading, revising, and ensuring alignment with current practices, internal controls, and organizational requirements. 
• Assists the Auditing Department with accounting system input for LM-2 reports, budgets, and financial reporting. 
• Maintains financial security by following internal controls and complying with policies and procedures. Protects UFCW International operations by maintaining the confidentiality of sensitive or confidential data or materials.

QUALIFICATIONS:
To perform this job successfully, an individual must satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Education and/or Experience

• This job requires previous secretarial experience and knowledge of the organization’s structure, policies and procedures. Experience in using spreadsheet software is also required.

Keyboarding Skills

• Input ability of 65 words per minute.

Computer/Software Skills 

• Proven ability to navigate through database systems to retrieve, update, and verify information. Ability to 
• organize and prepare complex documents requiring the integration of office technology and software, 
• including word processing applications. Proficiency in Microsoft Word, Excel, Outlook, and Sharepoint is 
• required.

Communication Skills

• Strong oral and written communication skills. Experience in reading and interpreting complex documents. 
• Must be able to professionally compose correspondence, effectively present information, and respond to 
• questions from individuals.

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. Must be able to work 
• independently and as part of a team. 
• The desire to serve and work with Plan participants and beneficiaries. Must be analytical, patient, 
• compassionate, and possess demonstrated organizational skills. 
• Ability to professionally compose correspondence, spell correctly, and use proper grammar and punctuation. 
• Ability to coordinate multiple tasks. Must be able to prioritize work assignments with little or no supervision and demonstrate strong attention to detail. 
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. 
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to make independent decisions and exercise good judgment. 
• Ability to meet attendance and performance requirements, including punctuality and adherence to deadlines.

Job Demands 
Must meet attendance standards and work extended hours regularly. Must be able to handle multiple 
priorities with frequently overlapping deadlines and interruptions. Convention-related activities significantly increase workload.

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

This is an exempt position under the Fair Labor Standards Act (FLSA).
Reasonable accommodations will be provided pursuant to state and federal laws.

*Skills assessments with passing scores are required as part of our pre-employment process. *

COMPENSATION
Salary Range: $55,500 – $64,478.

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).

Duration: 
This is a 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. Any request or questions may be submitted to hrcovid@ufcw.org.

To Apply:
Submit cover letter, résumé to: humanresources@ufcw.org.

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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Job Posting Courtesy of UnionJobs.com