Administrative Assistant

PASNAP is searching for an Administrative Assistant to assist the Director of Administrative Services and PASNAP staff with all routine office functions including ordering supplies, printing, mailing, and filing.  We are seeking an organized and proactive Administrative Assistant to support our team. The ideal candidate will serve as the central point of coordination, ensuring smooth office operations by managing schedules, correspondence, and supplies. 

Responsibilities include:

• Provide front desk coverage by answering phone calls, greeting guests as they enter the office.
• Monitor voicemail.
• Manage incoming/outgoing mail and shipments, while maintaining an organized, clean office environment. Open mail and distribute appropriately.
• Order supplies as needed for the office and staff and keep inventory of supplies.
• Assist in House of Delegates and other event planning.
• Assist in collecting registration for House of Delegates.
• Print and mail flyers, postcards, newsletters, and other Union literature.
• Compile new member packets and update info documents as needed.
• Digitally archive all literature for locals by Main Office, including mailings, handouts, etc. as required by record retention of PASNAP.
• Maintain digital and paper archives as required by record retention of PASNAP policies, local constitutions, and bylaws.
• Maintain the arbitration log and schedule arbitration dates as requested.
• Check the arbitration email account multiple times a day for updates. 
• Order lunch for meetings and occasionally pick it up.
• Take meeting minutes when needed and type them up after the meeting. 
• Book hotel rooms for staff. 
• Format contract books in Word for print and save copies of Word doc and PDF onto the shared drive.
• Organize the folders on the shared drive
• Maintain the Vital Statistics document.
• Maintain access and make edits to online forms for locals e.g. safe staffing and workplace violence.
• Provide information to staff representatives using our analytics software on safe staffing submissions.
• Assist with database maintenance and coordinating with USPS on address updates.
• Track all organizational equipment (projectors, banners, bargaining boxes, sound systems, microphones, etc.) and maintain a sign-out/return system
• Ensure the office environment is presentable and welcoming for members and visitors
• Maintain organization and order in the archive room and all storage areas, including closets
• Manage shared spaces
• Schedule use of conference rooms and coordinate shared calendars (conference rooms, major internal meetings)
• Check the info@pasnap.com general email account several times a day and distribute any pertinent emails to the appropriate staff
• Assist the Director of Administrative Services.

Qualifications:

·High school diploma required. Associate’s degree from an accredited college or university is preferred but not required.

· Expert keyboard skills with the ability to type 100 words per minute.

· Familiarity with Adobe InDesign, Photoshop, Acrobat and Illustrator (graphic design and desktop publishing) (strongly preferred)

· Understanding of Microsoft Office.