Administrative Assistant/Secretarial Position
PRIMARY OBJECTIVE: Professional position to perform administrative and secretarial support with highly confidential and sensitive work in the Benefits Department of a railroad labor organization. Support in-house and field departments with oversight and execution of work for union staff and railroad members.
Work location – Rockville, Maryland
Work hours – Full-Time 9am – 5pm, M-F, no telework
PRIMARY RESPONSIBILITIES
- Maintain employee confidence and protect operations by keeping data strictly confidential, including, but not limited to, the privacy provisions of the Health Insurance Portability and Accountability Act (HIPAA)
- Provide support to the Executive Director and Director
- Perform a broad range of secretarial duties including, but not limited to: (Composing correspondence, proofreading, preparing correspondence for final distribution, copying, collating, stapling, scanning, tracking documents, answering telephones, handling incoming/outgoing mail and packages, record-keeping, and data entry.)
- Create and maintain confidential records and files (paper and electronic)
- Assist and monitor employee benefits eligibility
- Assist with the processing of life insurance claims
- Maintain and monitor the department’s various databases
- Assist in the preparation of regularly scheduled reports
- Work with other union officers and staff, including the National President, National Secretary-Treasurer and National Vice Presidents
- Research and follow-up on issues and concerns addressed to executives, including those of a sensitive or confidential nature
SECONDARY RESPONSIBILITIES, AS NEEDED
- Utilize the Internet as an essential research tool for information gathering
- Independently prepare reports/memos and spreadsheets
- Maintain office supplies essential for the department's successful operation
- Maintain department calendars
- Other duties as assigned.
KNOWLEDGE AND SKILLS NEEDED
Education/Experience:
- At least 5+ years of experience in the Administrative assistant field
- Associate’s degree (preferred) – or comparable work experience
- Required proficiency with Microsoft Office programs (Excel/Word), Adobe, Zoom, Microsoft Teams, web-based tools, and electronic communications
- Required experience creating and working with spreadsheets using Excel
- Be able to communicate clearly and concisely, both orally and in writing
- Ability to comprehend rules, policies, and procedures, and the ability to explain to others
- Ability to consistently demonstrate tact, diplomacy, and sound judgment with confidential matters
- Ability to work independently and interact with all levels of management with strict confidentiality
- Highly organized, detail-oriented, and able to prioritize to meet deadlines
- Demonstrate mathematical ability
- Experience doing outreach on behalf of executive/management teams
- Ability to proofread and edit documents;
- Demonstrate a courteous and professional demeanor
- Excellent problem solving skills
- Highly motivated and a self-starter
- Working knowledge of office equipment, printers and copiers
- Ability to follow directions on given assignments from multiple supervisors
- Must be able to multi-task
- Reliability, punctuality, and time management are essential
- Demonstrate flexibility to adjust to changing priorities
- Ability to travel and work extended hours as needed.
PREFERRED
Education, Experience, & Skills
- Preferred Education: Administrative/business school or Associate's degree
- Certified professional secretary or certified administrative professional
- Formal training in Microsoft Office Suite, including Outlook
SALARY
$70,000 starting
Competitive benefits package including but not limited to:
- 401(k)
- Pension Plan
- Health insurance
- Dental/Vision Insurance
- Life insurance
- Paid time off
- Tuition reimbursement
Mandatory Criminal and Financial background check – may include, but is not limited to, court records, traffic record check, consumer credit check
We are an equal opportunity/affirmative action employer committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status, or any other protected characteristic under state or local law.
Job Type: Full-time
Pay: From $70,000.00 per year
Schedule:
- 8 hour shift
- Weekends as needed
Application Question(s):
- Are you familiar with labor unions? If so, in what manner?
- As a labor union, employees are required to pay monthly union dues. The current 2024 rate of $113.06/month subject to change annually. Does this cause any concerns?
- How soon would you be able to start? We are looking for someone to start August 1, 2024.
- How familiar are you with the freight railroads?
- As a railroad union, we are not covered the Social Security Act. The unions' retirement system requires higher payroll taxes over and above those for Social Security. Further information can be found at www.rrb.govDoes this cause any concerns?
Experience:
- Administrative Assistant: 5 years (Required)
Ability to Commute:
- Rockville, MD 20850 (Required)
Ability to Relocate:
- Rockville, MD 20850: Relocate before starting work (Required)
Work Location: In person