Division Clerk

Division Clerk (Exempt)

Reports To:  

Field Services Supervisor  

Job Summary:  

Under the general supervision of the Field Services Supervisor, the Division Clerk provides administrative, technical, and fiscal support in the day-to-day operations of the Division and Business Office. This position demands a comprehensive understanding of UPW's structure, functions, and operations to support and promote the organization's goals and objectives. It handles confidential information; prepares correspondence, data, and reports; organizes and maintains office systems and files; actively participates in Division activities as requested; provides clerical support; serves as a resource person for UPW members and stewards; and interacts with members, staff, and visitors.  

Primary Duties & Responsibilities:  

• Assumes responsibility for all routine administrative and fiscal functions including the development, implementation, and maintenance of office systems.    
• Acquires and maintains comprehensive, current knowledge of UPW operations, programs, and activities, and serves as a resource person for the organization.    
• Assists the Field Services Supervisor in the education of union stewards, relative to their roles, duties, and functions. Also assists in coordinating steward elections by maintaining a steward roster and monitoring expiration of stewards' terms.    
• Actively participates in special projects requiring total Divisional efforts such as Section 8 meetings, contract ratifications, political action programs, community service projects, Unit fellowship activities, etc.    
• Enrolls members and updates and maintains files and member records.  
• Serves as a resource person to Division Staff and members and responds to routine inquiries from members and the public. 
• Collects payments, issues receipts, balances accounts, posts expenditures, maintains account records, and keeps the Field Services Supervisor apprised of the status of budgetary items.    
• Operates standard office equipment to provide all clerical support including but not limited to composing letters, memos, and reports; handling in-coming and out-going mail; coordinating travel arrangements; preparing for and attending meetings; preparing, duplicating, and collating printed material; etc.    
• Greets visitors and responds to phone calls in a courteous manner, takes accurate messages, or refers callers to the appropriate staff or office.   
• Compose and prepare letters, memos, reports and other printed material.   
• Actively maintains and organizes Division and UPW documents and records.  
• Orders or purchases office supplies and handles all related records under Division and UPW procedures.    
• Assists with the coordination of facility repairs and maintenance with vendors.   
• Notarize documents for the membership.   
• May be required to use own vehicle for business-related errands.    
• Performs other duties as assigned.   

Required Skills & Abilities:  

• Excellent verbal and written communication skills.   
• Excellent interpersonal and customer service skills.   
• Excellent organizational skills and attention to detail.   
• Excellent time management skills with a proven ability to meet deadlines.   
• Strong analytical and problem-solving skills.   
• Ability to function well in a high-paced and at times stressful environment.   
• Proficient with Microsoft Office 365 or other related software.   
• Ability to operate office equipment – Xerox machine, VoIP telephone, video conferencing equipment, a 10-key adding machine.   
• Maintain accurate records.   
• Work independently with minimal supervision and with project deadlines.   
• Maintain a positive working relationship with others.  
• Physical Requirements: Prolonged periods of sitting at a desk while working on a computer and must be able to lift up to 40 pounds.  

Minimum Qualifications:  

• High school diploma or equivalent. Associate Degree is preferred.  
• Three (3) years of progressively responsible office experience which included general secretarial duties, some bookkeeping functions, and public contact.    
• Knowledge of general office practices, procedures, and systems.  
• Knowledge of or ability to attain a comprehensive understanding of UPW's functions, services, and programs.    
• Experience which provided exposure to UPW operations and activities also preferred.    
• At least one (1) year of experience resolving complex issues, legal matters, and/or customer servicing of union members.   
• Ability to interact effectively with members, vendors, and staff, either via direct contact or telephone; compose letters, memos, and reports and operate computers to generate documents.   
• Valid Hawaii Drivers’ License and personal vehicle required.

Job Type: Full-time

Pay: From $41,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed