Field Office Assistant I - Organizing & Field Services, Madison, WI
DUTIES: Places, answers, screens and redirects telephone calls. Performs receptionist duties, receives visitors, determines need and directs accordingly. Receives, opens, date stamps and distributes mail. Prioritizes mail and handles routine requests when necessary. Types and proofreads letters, memos, reports and other documents. Duplicates and circulates documents accordingly.
Prepares Accounts Payable Transmittal forms, ensuring accuracy of Expense Authorization Form numbers and forwards to the International for processing. Maintains office petty cash and revolving fund account. Handles the budget and reconciliation of the budget plus all affiliated tax responsibilities for a council. Prepares monthly bank reconciliation forms, write checks, balance accounting books, and submits Revolving Fund Reimbursement Reports. Handles the local administrative responsibilities that arise when a council or local is put into an administratorship. Maintains inventory and orders supplies. Makes hotel and airline reservations as requested. Prepares travel itinerary and confirms all plans. Makes arrangements for conferences and organizing meetings. Assists in preparation of vendor control forms for submission to headquarters for approval. Serves as a liaison to vendors. Receives, logs and forwards staff expense reports to headquarters for approval. Maintains postage meter machine. Establishes and maintains office files. Maintains monthly and quarterly project reports. Maintains automated files for organizing and budgetary purposes (includes entering new data, updating or modifying existing data and ensuring quality control of record entry). Runs various pre-established reports from budgetary and organizing files. From time to time, creates or modifies file and report formats. Uses word processing software for letters, reports and basic leaflets. Performs standard file maintenance to ensure that information is protected from loss. Maintains Legislative Assembly and Senate bills file. Process dues and transmit appropriate payment and documentation to the International Union. Maintains financial reports for internal political entities. May supervise janitorial personnel, temporary staff support staff, and phone bank operations during political campaigns. Performs other assigned duties as required.
REQUIREMENTS: Background described would normally be obtained through a combination of high school graduation (or equivalent) and office experience, including the proficient use of software programs to provide the following knowledge, skills and abilities: knowledge of office equipment, such as copier, telephone and fax machines and other similar machinery; knowledge of office practices and procedures; knowledge of grammar, spelling and punctuation to proofread and compose simple correspondence; proficiency in the use of word processing and spread sheet software; ability to perform simple mathematical computations; ability to type 40 - 45 wpm; communication skills sufficient to exchange routine information; and ability to establish and maintain effective working relationships with employees. Relocation will not be offered.
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