Logistics Assistant - SEIU at SEIU – Washington, District of Columbia

SEIU (Service Employees International Union)

Job Title: Logistics Assistant

Grade: PS1

Annual Salary: $74,130.32

Work Location: Washington, DC

Organizational Overview: The Service Employees International Union (SEIU) is a union of more than 2 million diverse members in healthcare, the public sector, and property services. SEIU envisions a Just Society: where all workers are valued and all people respected—no matter where they come from or what color they are; where all families and communities can thrive; and where the Union can leave a better and more equitable world for generations to come. SEIU is anti-racist union determined to check corporate power and uproot structural racism by harnessing worker power and collective action, including legislative and political action. SEIU fights for Unions for All and a government that works for all so that everyone, across race and place, can have power together in unions and participate fully in the country’s democracy.

Purpose: Within the Union Strength Hub, the BOLD Center‘s projects and programs offer support to SEIU Officers and SEIU staff leaders to increase their individual leadership development and enhance their capacity to lead and manage their Local and/or SEIU International’s priorities, programs and campaigns in partnership with SEIU members and staff. The BOLD Center is a principal support system for departments and locals that provides guidance in organizational development needs, and cohort & individual leadership development programming. Additionally, we are leading the implementation of the Union's effort to be an anti-racist union through customized programs inside departments and locals. The Logistics Assistant will support this programming through invoice review and reporting, supply and logistics management, contract preparation, and overall hub support.

Primary Responsibilities: The Logistics Assistant is responsible for:

Union Strength Hub

1. Primary administrative support for principal staff member, including but not limited to travel coordination, calendar support, and reconciling expenses. The principal may also require the Logistics Assistant to support in person and virtual council meeting convenings.
2. Ongoing calendar maintenance for the Union Strength Hub internal and external facing calendars and the hub staff directory, co-leading the process with another member of the operations team.
3. Processing of invoices in the Union’s financial portal, ensuring policy adherence and accuracy of billing and payment details. Serve as a Liaison to Finance and Accounting as needed to resolve any payment or vendor issues.
4. Serve on various teams to represent the operations team, including but not limited to Agenda or planning teams for hub meetings and/ or hub Racial Justice Committee.
5. Maintain and update key resources for the hub, including trackers, Standard Operating Processes (SOPs), policies and best practices.

Bold Center

1. Processing of invoices and contracts in the Union’s financial review and processing system. Review of consultant invoices against financial policy for fitness. Serve as a liaison to Accounting, Meetings and Travel and other departments to assist staff, and consultants with resolving problems.
2. Using purchase requisitions for the purchasing of supplies, generally, and for programs specifically at the direction of Program Managers or the Program Coordinator. Maintain, manage and reconcile the department purchasing card.
3. Create reports as needed including comparative analysis of work with locals, budget projections and other analysis necessary to ensure that the departmental spending and expenses remain within established budgetary allotments.
4. Travel Coordination for projects and programs, as needed; Work autonomously to plan and execute BOLD Center trainings with the BOLD staff, including agenda, preparing materials, workshops, etc. Arrange travel logistics including, but not limited to flights, car rentals, hotel accommodations and long term housing, makes any changes necessary, confirm that individuals or groups have completed travel or arrived at destinations, and alerts manager or his or her designee of any potential or realized problems.
5. Working in collaboration with the Program Coordinator, provides logistical assistance associated with production of materials for large and small scale conferences, trainings and other meetings. Coordinate the shipping of these and other materials needed for programs to arrive efficiently and economically.
6. Working within our computer database solution -Updating records to include Consultant, Project and Client Information b. Participating in the design team meetings on system needs c. Accessing the website to update information such as Consultant Bios and navigation;
7. Coordination on BOLD Center resources such as Calendar, Zoom Accounts, Google Groups and membership, Subscriptions
8. Other duties as assigned and as directed by the Deputy Director of Ops and Administration and/or Operations Manager.

Contacts: BOLD Center staff, SEIU International staff, including Division/Department/Hub Directors; Local Union Leaders and staff; and BOLD Center consultants.

Direction and Decision Making: The Logistics Assistant reports to the Deputy Director of Ops and Administration for the Union Strength Hub.

Education and Experience: The Logistics Assistant must meet the additional qualifications listed below:

1. Previous experience working with financial systems and institutions through processes such as accounts payable and accounts receivable.
2. The Logistics Assistant must have/be:
   • Detail oriented
   • Proactive and responsive in meeting program requests and other related inquiries
   • Effective communication and interpersonal skills to successfully interact with Union Strength Hub Staff and International and Local SEIU leaders, and BOLD Center consultants.
   • Strong ability to work independently to manage time effectively while coordinating, and occasionally leading, multiple projects.
   • Ability to maintain confidential information and exercise sound judgement.
   • Experience with managing ListServs, managing complex calendars and travel information
3. Preferred Experiences:
   • Familiarity with company Procurement Card policies, usages and reconciliation.
   • Familiarity with use of databases for reporting and managing information. Have created ad hoc reports and analyzed data for trends and problems.
   • Familiarity with coordinating offsite meetings including procuring hotel rates, reading and processing associated contracts and confirmations as well as, booking meeting rooms with and without specific AV, set up or accessibility requirements.
4. Previous experience within the labor movement, advocacy organizations or non-profits strongly preferred.
5. Familiarity with the overall mission and goals of SEIU and its Locals to better understand the kinds of support SEIU leaders may be seeking, with a deep commitment to SEIU’s goal of being an Anti-Racist Organization.

PHYSICAL REQUIREMENTS: Work is primarily performed in an office setting but may occasionally occur in other environments as needed to fulfill job responsibilities. This role requires some travel, including overnight stays, and may involve occasional evening or weekend hours. The ability to connect with staff and consultants across different time zones is also necessary.