Office Coordinator at Oregon School Employees Association in Salem, Oregon

Job Description:

JOB DESCRIPTION OSEA Office Coordinator (Salem Office)

Under the general supervision of the Director of Fiscal Operations, this position provides a professional level of secretarial support to assist staff with various administrative and office assignments. Assignments shall include, but are not limited to: Membership, Field Operations/Organizing, Government Relations, Communications and Fiscal Operations. An employee in this position shall have the primary responsibility for the coordination of statewide mailings, printing requests, filing organization, retrieval retention, and the tracking/ inventory and ordering of office/building supplies.
This position is nonexempt with a six-month probationary period.

Distinguishing Characteristics
An employee in this position is expected to exercise a considerable degree of initiative and judgment in carrying out job responsibilities. They are responsible for supporting the assigned department/office on all matters concerned with the operation and function of the assignments. Ability to work effectively as a coordinator and team member with all levels of staff and association membership is key. Command of the English language with specific skills in grammar and proofreading along with strong professional communication skills and good judgment are essential.

Example of Duties
• Front office duties - placing calls, answering and redirecting incoming calls as needed, greeting/helping visitors
• Mail –Backup for retrieving/opening and distribution of office mail. Is responsible for coordinating large mailings while also sending individual pieces of mail.
• Proofreading/formatting – collective bargaining agreements, memos, letters, flyers, emails, postcards, the Journal, newsletters and other communications.
• Inventory and supplies – primarily responsible for inventory and ordering of supplies including paper, pens, pencils, shirts, folders, binders as well as all other general office supplies.
• Wage comparisons between salary schedules and basic costing of contract proposals.
• Membership database – will operate within the membership database to input/change/update data, pull reports from the database into Excel and reformat, post payments.
• Use of software programs – to complete surveys and chapter elections.
• Printing – responsible for coordinating large print jobs for mailings, conferences, trainings, meetings and other events as well as maintaining an inventory of materials for various packets.
• Conferences/events – will be required to help at OSEA conferences and events including coordinating pre and on-site registration.
• Filing – responsible for maintaining records and files at all offices including retention protocols.
• Administrative collaboration – will be working as part of a team in the administrative department to complete projects or assist as needed.
• Training – responsible for training new secretaries/administrative staff.
• Performs various other tasks and responsibilities as assigned.

Knowledge and Abilities

Basic Knowledge of:
• Principles of business organization and administration
• Modern office methods, practices and procedures including filing, letter and report writing, use of multi-line phone system, etc.
• Principles, procedures, and techniques of research
• Elements of appropriate English usage, vocabulary, and business math
• Software programs including Microsoft Suite and Adobe Creative Suite
• Virtual meeting software

Ability to:
• Learn organizational rules and policies and apply with good judgment in a variety of procedural situations
• Type at a speed of not less than 50 wpm accurately
• Compose original correspondence
• Understand and deal effectively with people at all levels, internally and externally, using both verbal and written communications
• Demonstrate initiative and exercise independent judgment in the performance of duties
• Handle all information efficiently and with complete discretion and confidentiality
• Adjust to peak and/or irregular workloads
• Make mathematical calculations
• Operate office equipment
• Remain calm and polite with potentially hostile callers
• Proofread, edit and spell correctly
• Communicative effectively and professionally both internally and externally
• Work both independently and in a team
• Adapt to various projects or tasks from different departments
• Effectively use time management, calendaring, preparation, planning and multitasking to track projects at various stages to completion as well as completing daily tasks
• Coordinate and participate in statewide member committees
• Arrange travel, meals, logistics for events in- and out-of-state

Qualifications
AA of Office Administration or related field, and/or three years experience in progressively responsible and varied secretarial capacity or training/education that would provide the required knowledge and abilities.

Prior experience with Oregon School Employees Association, other Union experience and in an educational setting is strongly preferred.

Must possess and continually update requisite knowledge and understanding of assigned duties, responsibilities, policies, procedures and compliance requirements to perform the position. Must demonstrate quality, including accuracy and thoroughness, in work required for the position. Must plan and complete acceptable quantity of work within deadlines. Must exercise initiative and handle routine matters with minimal supervision.

Must consistently exhibit proper conduct with OSEA members through verbal and written communications. This includes listening, understanding member expectations/perspective and acknowledging and responding to concerns in a timely and helpful manner.

Must follow through on assignments and that ownership of work. Must be reliable and responsible, and adhere to procedures, practices and work schedules. Must demonstrate cooperation and teamwork, value and seek input and expertise from others. Must contribute to the team environment by working effectively with others with respect, honesty and fairness.

Must communicate effectively and respectfully with coworkers, associates and the State Board verbally and in writing.

Working Conditions:
It is the intention of the Oregon School Employees Association that the provisions of this job description are in full compliance with the ADA.

Position works in a standard office setting, requiring extensive computer and keyboard use. The position requires office mobility, sitting, standing, bending, and occasional lifting of up to 50 pounds. Must be able to sit for prolonged periods of time in an office environment. Must be able to read a computer screen and written documents. Must be able to drive safely during daylight and nighttime conditions.

Other:
Periodic travel might be required, along with occasional evening and/or weekend work required.

Adopted: May 22, 2004; Revised: February 18, 2025

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