Executive Assistant : District of Columbia, Maryland, Virginia

ACE-AFSCME Local 2250

Executive Assistant

Based in Upper Marlboro, Prince George’s County, MD

ACE-AFSCME Local 2250 is one of AFSCME’s largest education support personnel locals, representing over 6,000 members in Prince George’s County. Local 2250 has a rich history of members standing up and fighting for the essential services for every child to be successful in and out of the classroom. We believe that every child deserves a high-quality education and that every school employee deserves fair pay and respect on the job. The work members do every day is critical to the success of the next generation, and our job is to advocate for our community and ourselves.

ACE-AFSCME Local 2250 is seeking applicants for the position of Executive Assistant. This position is housed at the Association’s headquarters located at 14440 Old Mill Road, Upper Marlboro, Maryland 20772.

Attached is a summary of the job description and application form. Applicants are strongly encouraged to submit all required materials by Friday, October 30, 2020.

To Apply
If you are interested in applying for this position, submit the following information:

• A cover letter
• A current résumé

Complete materials may be sent to: timothy.traylor@ace-afscme.org

Or

ACE-AFSCME Local 2250
14440 Old Mill Road
Upper Marlboro, MD 20772
Attention: Timothy Traylor

If you have any questions, please contact me at (240) 484-5934.

POSITION TITLE: Executive Assistant
BARGAINING UNIT: None
FLSA: Exempt
SALARY RANGE: $65,989 to $85,631
Benefits include Retirement, Medical, Dental & Vision

Job Summary
This is a confidential non-bargaining unit position responsible for providing administrative support to the Executive Director for business operations, inclusive of human resources. This position will support various administrative functions, plan and schedule work and direct other staff to deliver support. Has advanced word processing, spreadsheet, database, graphics software and analytical skills.

Summary of Responsibilities

Financial responsibilities:

• Annual audit: assist in compiling and maintaining electronic and hard document files for annual financial audit, including the extraction, uploading and/or copying of files and supporting documentation.
• Banking: scan and upload bank and investment statements and agreements in respective electronic files, prepare disbursement paperwork, and obtain required documentation and signatures.
• Accounts payable: prepare invoices for processing, obtain and maintain supporting documentation ensuring appropriate approvals.
• Accounts receivable: prepare invoices periodically and perform collections of receivables from members, local affiliates and employees as needed.
• Meeting preparation: prepare electronic/paper copies of meeting materials for distribution to participants; maintain electronic file of all correspondence and meeting materials; and assist in planning of Executive Board, Committee and other meetings.
• Time and attendance records: maintain hourly employee timekeeping logs and assist in periodic reconciliation to payroll processing system.

Human Resources Responsibilities:

• Recruiting: post job openings, maintain applicant files, assist with interview scheduling, prepare onboarding paperwork for delivery to new hire and file all documents related to closed position.
• Employee paperwork: prepare, distribute and file accordingly Personnel Action Forms (PAF), salary letters and payroll change documents as directed;
• Performance appraisals: Assist in updating and maintaining tracking tool for employee expectations and evaluations, collection of documents and forwarding reminders;
• Benefits: assist with all aspects of employee benefits; download and file benefit reports and invoices; the ability to effectively respond to employee inquiries, assist with the preparation and distribution of compliance and disclosure documents, and conduct annual internal audit of I-9 paperwork;
• Wellness: assist with preparing and distributing written correspondence and with preparing events;
• Document retention: file electronic version of contracts and distribute to designated departments; maintain binder of liability insurance policies and update with renewal policies; review document inventory and recommend destruction per Employer policy.

General/miscellaneous

• Maintain paper and/or electronic files;
• Assist with proofreading documents;
• Assist with documenting policies, procedures and processes;
• Assist with maintaining the Employer website;
• Support ACE-AFSCME Local 2250 activities as needed, and other duties as assigned.

Education, Experience, and Special Requirements
A Bachelor’s Degree is preferred; three to five years’ relevant work experience is required. Experience working in a union environment is preferred.

Knowledge, Skills, and Abilities

• Exceptional attention to accuracy and detail is required;
• Problem solving and critical thinking are necessary;
• Strong organizational and time management skills;
• Ability to handle multiple projects simultaneously, prioritize competing tasks and manage work under weekly, monthly and quarterly deadlines;
• Demonstrated positive attitude and effectiveness in working independently and in a team environment;
• Adept interpersonal relationship skills to work harmoniously with ACE-AFSCME Local 2250 staff, management, union leaders, and affiliates;
• Strong work ethic and self-motivation are essential;
• Excellent written and verbal communication skills, strong listening skills, ability to compose simple correspondence and verbally convey information clearly;
• Intermediate level experience with Microsoft Office applications is required; and
• Ability to maintain a valid US driver’s license that complies with the state of Maryland.

Note: Successful candidate will be required to sign a confidentiality agreement.

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