Logistics Coordinator II

LOGISTICS COORDINATOR II

SEIU Local 521 was founded in 2007 when 5 local unions came together in the Bay Area, Central Coast and Central Valley to form one larger, more powerful union. Together our members are building a true 21st century union fighting to empower and improve the lives of our members. We represent over 50,000 public service workers in cities, counties, courts, schools, private non-profits, special districts, and public health care.

AT SEIU LOCAL 521: Our mission is to provide our members with a voice in the workplace, in their union and in the larger community. Through our actions, we intend to create a more just and humane society. We are committed to protecting and improving the lives of workers and their families. We will work to improve and protect the services we provide to our communities. We believe that by working together as a united front, we can win better contracts and build industry power in our region.

LOGISTICS COORDINATOR II Under minimal supervision, this position is filled by a person who shows a great deal of initiative in coordinating and following through on work assignments. Requires a thorough knowledge of the Local’s operations policies and procedures and ability to communicate these effectively to other staff. They can perform all the standard administrative and logistics duties with independence but also uses program knowledge to provide proactive services. Further, this person will be cross trained in other admin duties and will be called on to carry out those duties when needed.  Works as a team with directors and other staff to meet the goals of the Local. Must adapt well to change, be able to work from oral instructions and be flexible and responsive to member and staff needs in a demanding environment. This role builds upon the previous Logistics Coordinator position, incorporating all prior responsibilities.

Note: Identification of duties for this classification shall not be construed to preclude the inclusion or assignment of the same or similar duties to other classifications.

RESPONSIBILITIES: The responsibilities listed describe the general nature of this role. Not every duty will be performed at all times; some may be assigned occasionally or as backup. Specific assignments may shift depending on organizational needs.

• Purchase food and supplies for member meetings/events consistent with the Local’s policies.
• Assist with preparation, transport, setup, and breakdown of materials and event- and meeting-related equipment such as sound systems, loudspeakers, AV equipment (e.g., Zoom, TVs, Audio system etc.), and sign-in systems.
• Provide on-site logistical support, including sign-in, food distribution, and other event needs as assigned.
• Maintain inventory and support the use of event-related equipment (i.e. sound systems, loudspeakers, other AV equipment (Zoom TVs etc), and sign-in systems (whether paper or digital).
• Assists team with ordering office supplies consistent with the Local’s policies and procedures.
• Coordinate bulk mailings, sending and receiving mail, including postage systems.
• Manage the work of General Office Workers, temporary workers or volunteers as assigned.
• Drive a personal or rental vehicle to transport materials and supplies; load and unload as needed.
• Coordinate, manage or interact with logistics, or operations vendors as assigned.
• Compile statistics, material or other information as needed.
• Compose and type letters of an advanced nature.
• Create and maintain correspondence files, come-up files, and general records for assigned staff and general office files.
• Create and maintain databases and spreadsheets.
• Maintain, edit and post information on the Local’s website platform where web page knowledge is not required, and post documents to SharePoint or other information platforms.
• Support Communications standard operating procedures.
• Operate and, where appropriate, maintain standard office machines and equipment, including computers, printers, multi-function copiers, etc.
• Perform clerical and secretarial services and/or routine typing for others as required.
• Perform efficiently under pressure of deadlines.
• Prioritize work in order to complete assignments within time limits.
• Support scholarship program applications.
• Relieves front desk as needed by answering phones, taking messages, dealing with visitors, answering questions and furnishing information of an advanced nature.
• Reserve meeting facilities, arrange for food, and/or confirm meetings as required and coordinate meetings and actions with staff.
• Prepare (edit, type, layout, lettering, and graphics) a variety of correspondence, bulletins, reports, leaflets, etc., from rough or clean copy.
• Return calls when appropriate or assigned to support staff efficiency.
• Work closely with staff to prepare for meetings by taking initiative to send out notices and prepare materials.
• Reminds staff and director of deadlines and procedures.
• Run reports from Unionware or other similar software applications.
• Performs related duties as required.

KNOWLEDGE OF:

• Office practices and procedures, including filing systems, reference sources, operating standard office machines, word processing and computer operation.
  • Responsible for style, format, grammar, punctuation, spelling, and professional writing standards.
  • Must demonstrate proficient use of office software including the ability to perform the following tasks:
• Software skills: As software changes, these skills may change which may require using new software.
  • Databases: Create and maintain databases for special projects/tracking as requested.
    • Create or modify queries or saved searches in membership or other databases to print labels and lists as needed for meeting email blasts, notices, leaflets, reminder phone calls, RSVP, attendance and membership reports for staff.
  • Word Processing: Create mail merges, perform sorts in columns and tables, create keyboard shortcuts and auto-text shortcuts, tables of content. Insert, crop and edit graphics including changing colors, removing elements and sending to background.
  • Presentation Software: Create animated presentations with speaker notes and timed transitions.
  • Scanning, copy and print software and equipment
  • Graphic Design software: Create leaflets/newsletters. Insert graphics, flow text into other text boxes, create watermarks.
  • Spreadsheets: Create a spreadsheet with calculated fields. Format, split/merge cells, extend a series, and extend calculated fields such as a totals row. Must be able to export worksheet
  • Email and Appointment software: Be able to set up appointments and reminder notices, receive, forward and send email.
  • Search Engines: Perform advanced searches, create new folders, move and restore files.
  • Credit card and Expense tracking software: Scan, download, reconcile and administer.
  • Other software as assigned

ABILITY TO:

• Follow and understand and act on oral and written instructions.
• Perform advanced clerical, secretarial and logistics work.
• Learn specific operations of the office.
• Deal tactfully and courteously with members and others.
• Use discretion and judgment in choosing appropriate procedures, completing assignments, and identifying issues that require escalation.
• Work effectively under pressure of deadlines. Type accurately and rapidly.
• Understand and apply a body of knowledge of the organization, which directly relates to the work performed.
• Clean and care for assigned areas and equipment.
• Perform all physical aspects of assigned duties.
• Perform basic tasks in the maintenance of buildings, furniture and equipment.
• Interact with employees, members and vendors in a professional and courteous manner.
• Occasionally, work irregular hours including evenings and weekends to accommodate meetings and office work schedules.
• Provide proof of adequate insurance and a valid driver's license upon demand; maintain a good driving record.

MINIMUM QUALIFICATIONS:

• At least two (2) years of increasingly responsible secretarial work.
• Must have completed classes in editing, proofreading, grammar and punctuation, or demonstrate equivalent competency.
• Completed intermediate level classes in software programs listed above, demonstrate equivalent competency.
• A high degree of consistency and accuracy.
• Works independently with minimal direction.
• Anticipates needs of staff.

ADDITIONAL REQUIREMENTS: Overtime may occasionally be required. May be required to drive. Must possess a valid California driver’s license; must pass a DMV check and have a good driving record; must have auto insurance that covers business driving (minimum of $100,000 per person/$300,000 per incident bodily injury liability/$100,000 property coverage); and must possess an automobile for business use.

COMPENSATION AND BENEFITS: Pay to commensurate with experience. SEIU Local 521 employees enjoy top notch benefits including fully employer-paid family health, dental and vision insurance; a generous leave package; fully employer-paid defined benefit pension plan; 401(K); flexible savings accounts for annual health and childcare expenses; $200,000 life insurance plan; and other benefits outlined in the policies of SEIU 521.

This position is open until filled; however, the posting/acceptance of applications may close at any time.

AFFIRMATIVE ACTION EMPLOYER

Local 521 is an affirmative action employer and encourage applications from all qualified candidates regardless of race, ethnicity, age, sex, sexual orientation, marital status, religion, or disability. Local 521 works to ensure fair treatment of applicants and employees and actively enforces policies against discrimination