Office Manager – FT Exempt : District of Columbia

International Association of Sheet Metal, Air, Rail and Transportation Workers

Office Manager
(FT Exempt)

Based in Washington, DC

SMART, the International Association of Sheet Metal, Air, Rail and Transportation Workers, is one of North America’s most dynamic and diverse unions with 203,000 members. SMART’s members ensure the quality of the air we breathe, promote energy efficiency, produce and provide the vital services that move products to market and passengers to their destinations. We are sheet metal workers, service technicians, bus operators, engineers, conductors, sign workers, welders, production employees and more. With members in scores of different occupations, we advocate for fairness in the workplace, excellence at work and opportunity for all working families. SMART headquarters is located in downtown Washington DC

We are seeking a dynamic organized Office Manager to oversee and manage a variety of general office activities as well as coordinate the support for membership related duties. This important role will interact between office administration and membership department functions to provide important day to day support to the organization. The functions of the candidate for this role will oversee support in the functional areas as described below to include the following:

Position Overview:
The Office Manager works collaboratively with SMART stakeholders to include colleagues, local union members, and external partners to ensure the efficient delivery of internal and external administrative services. The Office Manager is responsible for oversight, support and coordination of administrative duties to include membership, office operations and building services for an international labor union headquarters office. This is a full time exempt position.

This position’s overall general responsibilities are to coordinate the administrative duties and office plans that ensure high level organizational effectiveness, communication and safety. The Office Manager is the point person for maintenance, mailing, supplies, equipment, and billing as it relates to the International functional areas.

The Office Manager also serves in a dual role over the Membership Department team to include oversight of the SMART-Sheet Metal scholarship program. The Office Manager demonstrates effective planning, organizational and implementation skills to ensure general office, membership and scholarship operations, tasks and functions are carried out efficiently and resourcefully.

The Office Manager will supervise the support staff to include bargaining unit team members and mail support services team(s). The SMART Office Manager position will manage office operations, supervise support staff and oversee the Membership Department, General Office and Scholarship programs and perform other related responsibilities as required.

General Duties/Responsibilities

• Responsible for work coordination, planning, delegation and assigning of membership department team deliverables and reports.
• Ability to handle multiple projects and priorities and keep track of deadlines as they pertain to monthly, annual and general convention events.
• Oversee the ordering of equipment and supplies for the International headquarters office, including those invoiced to local unions, in addition to those needed for offsite events.
• Work directly with external technical vendors to create, transition and maintain international proprietary software applications.

Financial Related Duties

• Prepares annual budget recommendations for Membership Department and budgeting for related office equipment, supplies and systems.
• Handles cash and disbursements for onsite vending machines.
• Responsible for oversight of financial documentation of local union accounts (Dues/ fees/ invoice payments/ supplies) to Accounting Department.
• Work closely with financial auditors to provide assistance and financial support on an annual basis.
• Maintains financial ACH contributions from SMWNBF from participating members to allocate payments for administrative expenses.

General Office Related Duties

• Issues organization-wide and office-wide communications as it relates to inclement weather closings/ building maintenance/ IT system issues notifications.
• Organizes office social events to include potlucks, holiday luncheons, training on behalf of the GST.
• Schedules repairs and improvements with building maintenance personnel as needed.
• Notifies staff of building access issues and security concerns;

Membership Related Duties

• Manages and supervises the efforts of the Membership Team staff employees.
• Oversees document retention and destruction policy and assists staff with implementation.
• Oversees membership processing of local union and officers updates for a membership base of 136,000 active members
• Prepare and conduct presentation to Financial Secretary- Treasurers of local unions and councils.

Scholarship Related Duties

• Distributes promotional material to local unions and updates SMART’s scholarship component on the website;
• Conducts annual contest for the varied scholarship programs for member dependents and awards vetting of eligible awardees. Works with external selection committee to review criteria and candidate essays and review candidates.
• Prepares Directors’ and Board of Trustees’ meeting minutes and maintains other required documents in accordance with documentation retention policy.

Education/ Skills:

• Bachelor’s degree preferred, preferably in labor studies or related program or a minimum 8 years of relevant organization-level experience
• At least 5 years previous experience as an Office Manager or Administrative Manager professional
• Advanced knowledge of Microsoft Suite and Applications.
• Bilingual (English/Spanish or English and other language of membership) is a plus.
• Uses strong verbal and written communication skills and effective presentation skills.

Physical Requirements

• 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. In compliance with the Americans with Disabilities Act (ADA), the following is provided for the position:
• Involves analytical and problem-solving skills
• Written/oral communication skills
• Use of computer keyboard
• Sitting/ standing for long periods and ability to travel by various means, e.g. train, plane, automobile

We offer a competitive salary and a comprehensive fully paid benefits package.

SMART is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, physical handicap, or political affiliation.

To Apply:
Please send cover letter of interest, current PDF résumé and salary history via email only to recruitment@smart-union.org

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