Local 36 Office Manager Position is Now Open
All coverletter, resumes and references must be submitted by February 19, 2020.
Local 36 Office Manager Position
The Local 36 Office Manager position essentially ensures the smooth running of the Union office on a day-to-day basis. This includes organizing and coordinating office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. You must have a Highschool Diploma; a college degree is preferred but not essential. We are looking for someone who has good letter writing dexterity with spelling, grammar, and editing skills, an attention to detail and excellent verbal and written communication abilities.
We are looking for an energetic professional who enjoys working with the public and in a teamwork environment. One who doesn't mind wearing multiple hats and is experienced in handling a wide range of administrative and executive support related tasks. It is essential that you can work independently with little or no supervision. You will need to be well organized, flexible and enjoy the administrative challenges of supporting an office of diverse personalities.
This position is responsible for maintaining intra-office communication protocols, able to learn and continue with current administrative procedures, handle inventory control, have an affinity for multitasking and enjoy working in a lively and unpredictable environment. You must be able to go back to a task after multiple interruptions throughout the day.
We are looking for someone with proven office management, administrative or assistant experience together with a working knowledge of management responsibilities, systems and procedures. Excellent time management skills and a high ability to multitask and prioritize work with an attention to detail and be able to problem solve.
You must have the ability to follow through on a multitude of tasks that come up on a daily basis and update as well as create tracking methods, so items don’t get lost. You will be the point person for, mailing, shipping, maintaining supplies, office equipment maintenance, the local bills and any errands that may come up.
We cannot stress the importance of being able to multitask and prioritize time sensitive items while taking care of members needs that “drop in”. You must understand that you have many “bosses” to answer to from the Local 36 Business Manager, Agent and all union officers to each Local 36 member that comes into the office. It is important that you can maintain a professional attitude and attire.
Specific Requirements and Duties will include:
(Listed alphabetically not by priority)
You must be able to pass a background check!
Accounting – a working knowledge of accounting
Banking
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Responsible for reconciling all accounts
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Responsible for transferring funds
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Responsible for all bank deposits
Payables and Receivables
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Ensure all bills are collected and paid
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Ensure all members deposits are copied, input, deposited and entered in the data base
Computer Skills
Typing
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Minimum of 50 words a minute
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Accuracy rating – 80-90%
Data Entry
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Responsible for data entry for Local 36 members
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Entering all hours worked
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Entering all payments
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Updating Union Manager Reports
Computer Maintenance
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Work with our computer tech when needed
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General knowledge of computer systems
Front Desk
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Respond to members and the public that come into the office as the front person and Local 36 representative.
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Maintain out of work lists
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Maintain receipt book
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Maintain monthly calendars
International
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FSMR reports
Marketing
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Creation and design of all Adds for promotion and acknowledgement of our Industry and the Union including newsletter and website
Miscellaneous
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Manage relationships with Vendors
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Filing; manage, update and implement current filing systems
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Prepare for year-end audits, year-end files
Online Reporting
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Responsible for monthly online reporting for semimonthly and monthly tax and remittance payments
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Responsible for monthly online reporting to the International (FSMR) for per-capita and member hours and status updates
Payroll – experience with QuickBooks
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Payroll for Business Manager, Business Agent and yourself
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All payroll liabilities, year end W-2’s etc.,
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Maintain updated rates, benefits, address etc.,
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Monthly remittances, maintain same as above
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Tracking your own payroll hours / benefits
Proficiency in MS Office
Excel Spreadsheets
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Most data reporting and compiling will be done on this format
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Update all wage sheets / monthly remittance forms
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Create reports to translate data needed
Word Documents
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Proficient in Microsoft Word
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Letter writing skills
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Creation / design and editing of all newsletters
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Mail-merge from both word and the data base
Phones
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Phone answering and communication skills
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Answer/transfer phone calls as needed
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Take accurate messages when needed
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Respond to messages as needed
Reports
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Ability to create and maintain a reporting system
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All monthly meeting reports
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Update, create, copy, and file all reports
Taxes
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Semiweekly reporting
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Quarterly reporting
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Year-end reporting
Website
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Update/manage Local 36 website
This is really a summary of duties to give the applicant an idea of what is expected on a daily, monthly and yearly basis, but is not all inclusive!
All applicants must apply by February 19, 2020. If your resumé is chosen you will be contacted by either email or phone so please make sure you include both when sending your cover letter, resumé and references. You can send your cover letter, resumé and references via email to:
or via mail:
Attn: Shauna
Local 36
11145 NE Sandy Blvd.
Portland, OR 97220
