Executive Assistant to the National Vice President for Women and Fair Practices : District of Columbia

AFGE - American Federation of Government Employees

AFGE
American Federation of Government Employees

Executive Assistant to the National Vice President for Women and Fair Practices

Based in Washington, DC

American Federation of Government Employees
Office of the National President
Washington, D.C.
Exempt

CLASSIFICATION: Executive Assistant to the National Vice President for Women and Fair Practices

I. INTRODUCTION
This position is located in the office of the National Vice President for Women and Fair Practices in the Headquarters of the American Federation of Government Employees, AFL-CIO. The Women’s and Fair Practices Departments provide advice, guidance, consultation, representation, training, and otherwise general support of the Civil, Human, Women’s, and Worker’s rights programs. This position has as its primary function all duties performed by a personal and confidential secretary to an elected officer and department director. These duties include the general coordination of and the implementation of all administrative, secretarial, and technical responsibilities for the operations of the two Departments, including the twenty-four elected district coordinators (HRC).

II. DUTIES AND RESPONSIBILITIES

  1. The incumbent excels in the knowledge and skills necessary to deal with organizational methods, funds, supplies, equipment and other resources, including people, to assist the National Vice President in accomplishing the duties of the office and the goals of the union. This position requires an excellent understanding of the organization, its objectives, work projects, policies, and political positions.
    • Demonstrates extensive knowledge of the priorities, important issues, positions, and political philosophy of the National Vice President in order to prepare some initial correspondence or discussion drafts to aid the National Vice President while on travel.
    • Fully participates as a team member in appropriate situations, committees, and special projects to properly obtain the goals of the union. Given the demanding nature of the position and the team environment the following expectations and attributes are important:
      • Ability to create and maintain confidentiality of information.
      • Ability to communicate effectively, both orally and in writing.
      • Ability to work effectively and efficiently in demanding environment.
      • Ability to handle sensitive situations in calm respectful manner.
      • Ability to work on multiple projects, meet established deadlines and adapt to an ever changing environment for the purpose of accomplishing results.
      • Ability to organize work/tasks to provide for systematic and efficient processes.
      • Ability to produce work accurately and thoroughly.
      • Ability to maintain flexible attitude and approach toward assignments while actively participating and supporting a team environment.
  2. Performs a variety of administrative/secretarial duties for the National Vice President demonstrating a good knowledge of the NVP’s personal projects, policies, viewpoints, problems, issues, special interests, and official obligations. For example:
    • Receives visitors and telephone calls and disburses to appropriate channels while handling as many calls personally as possible. Makes telephone and personal contact on behalf of the National Vice President, in connection with the constitutional duties of the NVP for Women and Fair Practices, with confidential and executive members and staff of labor union, government, and public sector agencies and organizations.
    • Maintains the National Vice President’s calendar and exercises the authority to schedule, shift, cancel, or refuse appointments; accepts or declines invitations, conferences, and meetings.
    • Makes travel arrangements for the National Vice President and prepares associated travel requests, itineraries, vouchers, and receipts. Maintains contact with the National Vice President during trips to the field and other locations to keep the NVP abreast of significant occurrences. Assembles support materials associated with travel.
    • Conducts research and obtains information, as requested by the National Vice  President, on a broad range of matters including background and status of  correspondence and special projects.
    • Attends all Human Rights Committee meetings, including conference calls, and interim meetings providing administrative support to the National Vice President and the Human Rights Committee for the successful completion of all meeting obligations, including comprehensive minutes of all meetings.
    • Plan, initiate, organize and direct work, programs and priorities for special projects of the National Vice President. Works with other staff, Departments and  teams for special projects in coordination with Department Directors and Officers of the Federation. When required, attends meetings of Department Directors and Officers of the Federation.
    • Drafts routine, non-technical correspondence for National Vice President’s  signature.
    • Attends meetings for and in place of the National Vice President or Program Manager upon request. Takes appropriate notes and information and upon return of the National Vice President, provides briefing of the meeting and any necessary follow-up required.
    • Incumbent supervises special projects, as assigned by the National Vice President, and performs other duties as assigned.
    • The position requires travel to conventions, trainings, and meetings when requested by the National Vice President.

III. WORK ENVIRONMENT
This job operates in a professional environment working to establish Federation and Departmental goals. The incumbent will routinely use standard office equipment such as computers, fax machines, scanners and phones. Long hours are periodically required. The employee will periodically be required to do some lifting and/or move items over 10 pounds.

IV. CONTROL OVER WORK
The incumbent works under the direct supervision of the National Vice President for Women and Fair Practices who explains policies and objectives, assigns work, gives general instructions, evaluates performance, and makes final decisions. Incumbent must be thoroughly familiar with and observe the National Vice President’s view and official interest and ensure effective use of administrative, office services, and clerical procedures. Work is evaluated largely in terms of smoothness and efficiency in the administrative workflow of the two Departments and the relief of the National Vice President’s administrative burden.

V. QUALIFICATIONS
Applicants must have at least five (5) years of administrative and secretarial experience (3 general and 2 specialized) in an office conducting a variety of administrative activity. In addition, applicant must:

  1. Be thoroughly familiar with office management techniques, procedures, and methods related to personnel, budgeting, mail, file records and communications, and with clerical procedures applied to the preparation and processing of testimony, statements, Congressional Letters, settlement agreements, Legal Documents, contract provisions, announcements, invitations, and other special materials for sale or publication by the Departments.
  2. Be thoroughly familiar with Windows skills, Web and Internet access skills, presentation software, and desktop publishing programs.
  3. Be able to write simple correspondence and draft news articles, and proofread for grammar, punctuation, accuracy, and spelling in work created by others.
  4. Have the organizational skills necessary to monitor the Departments’ calendar of events, National Vice President’s schedule, and all individual responsibilities to assure timely completion within deadlines and expectations, including the responsibility to notify the National Vice President and/or the assigned manager of irreconcilable problems and alerts them when deadlines are in danger of not being met.
  5. Be able to orally communicate with union officers, members, union staff, and outside public in a courteous and effective manner.

VI. STATEMENT OF DIFFERENCES
(G 11 and 12 Levels)

The G11 level is identical to the G12 position except that it reflects one-year successful completion plus the demonstrated ability to perform at a higher level of independence. The G12 level requires a demonstrated ability to maintain assignments of increased complexity, performance of increased activity, and development of greater expertise.

VII. EEO STATEMENT
AFGE provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information, pregnancy, marital status, sexual orientation, personal appearance, gender identity and/or gender expression. In addition to federal law requirements, AFGE complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. The policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

TO APPLY
Please submit résumé to: jobs@afge.org.

WHEN APPLYING: Be sure to indicate that you saw this information at UNIONJOBS.COM.

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