Compliance Administrative Assistant Jobs

American Federation of Government Employees (AFGE)

Department: Compliance Department

Location: Washington DC

FSLA Classification: Non-Exempt

CLASSIFICATION: Administrative Assistant (Confidential), G-9/10

I.INTRODUCTION

The Administrative Assistant (Confidential) is responsible for working closely with the Compliance Director and other members of the Compliance Department. The Administrative Assistant (Confidential) will assist in the coordination of the Financial Officers’ Training and the performance of Compliance Audits. The incumbent will also provide general administrative, clerical, and word-processing support for the planning and implementation of all the administrative procedures and functions in the Compliance Department. The incumbent is responsible for maintaining a smooth workflow and ensuring the workload is handled efficiently.

The incumbent handle sensitive information in a confidential manner. The incumbent must keep private counsel concerning all materials observed in the performance of their duties.

II.DUTIES AND RESPONSIBILITIES

a.To coordinate the audits performed by the Compliance Department. This will include acting as a liaison between the locals/councils and the Compliance Department staff to obtain the necessary documents to perform the audit; reviewing audit reports for clerical accuracy; and distributing the audit reports to the proper individuals when complete. Also, to develop and maintain a database of active and completed Compliance Audits and perform other administrative duties related to the Compliance Audits.

b.To coordinate the Financial Officers Training Classes. This will include acting as a liaison between Event Coordinators and the Compliance Department staff; arranging the set-up and break-down of computers and other logistics related to the Financial Officers Training Classes; developing and maintaining a database of attendees; and performing additional administrative duties related to the Financial Officers Training Classes, as needed.

c.To assist the NST Department staff with the administration of their duties regarding the National Convention and the District Caucuses. This will include the analysis of per capita tax balances; the review of credential packages; the registration of delegates at the National Convention; and other duties related to the credentialing process.

d.Complete a variety of administrative duties, including:

•Making travel arrangements for the Compliance Department staff.

•Prepare and distribute the monthly Delinquency Report.

•Perform administrative, word-processing assignments, as directed.

•Accurately type from rough draft materials assigned for typing.

•Prepare necessary copies for attachments to outgoing mail, files, and records, as required.

•Answer routine correspondence and perform filing assignments, as directed.

•Ensures that all files (including electronic) and materials used in connection with answering correspondence with enclosures are returned to files and accurately filed.

•Maintain accurate records of materials processed.

•Answer telephone calls, provides information as requested, refer to proper authority for handling, or take messages when necessary. Many calls are received daily from the public and AFGE locals. Therefore, the ability to meet and deal with the public, Federation officials, and co-workers both by telephone and in person, is essential in this position.

•Receives, sorts, logs, scans, routes, and delivers mail and faxes to appropriate staff assigned to the National Secretary-Treasurer’s Office.

•Compiles reports and summaries of work; updates, checks, and completes records, forms, and documents. Verifies discrepancies and makes corrections.

•Research records and disburses information.

•Processes and distributes confidential and sensitive documents.

•Scans and manages documents to support a paperless environment.

•Perform other related duties, as assigned.

III.CONTROLS OVER THE POSITION

The incumbent works under the direct supervision of the Compliance Director to the National Secretary-Treasurer.

IV.QUALIFICATIONS

The incumbent in this position must possess:

a.At least four (4) years of administrative/clerical experience or a combination of education and experience, preferably experience in an accounting/financial/administrative environment.

b.Demonstrate proper application and use of Microsoft Office (Word, Excel, Access, PowerPoint), Adobe Acrobat, and various office equipment (scanner, copier, etc.).

c.Ability to perform administrative, word processing, spreadsheet, typing, clerical, and other technical applications, as directed.

d.Excellent oral and written communication, interpersonal, analytical skills, and organizational skills

e.Ability to manage and prioritize multiple tasks simultaneously and work within tight timelines.

f.Knowledge of correct English usage, and grammar, and possess good spelling skills.

g.Ability to meet and deal with the public, Federation officials, Government officials, and co-workers by telephone, and in person, in a helpful and courteous manner.

h.Ability to work with and maintain confidential information.

i.An interest in and loyalty to the labor movement.

V.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.