Administrative Office Manager

About Us: The Oakland Education Association (“OEA”) is a multi-racial union of 3000 public school teachers and other educators in Oakland Unified School District (“OUSD”). In addition to representing our members we advocate for safe, stable, and racially just schools for our students, families and communities.

Job Summary:

Administrative Office Manager

This position is pivotal to the work of empowering educators to educate, inspire and change lives through public education. This position serves as the primary point of contact for members, supporters and allies in the labor community. Therefore, it plays a vital role in ensuring the smooth functioning of the office for the benefit of the membership and the organization's short and long term goals. This position's support of OEA Leadership is critical to the function of the organization.

Job Type: Full-time, in person, with some evening hours

Location: 272 E. 12th Street, Oakland CA

Position: Administrative Office Manager

Duties and Responsibilities:

The primary responsibility of this position is to oversee the administrative operation of the OEA office. These responsibilities are determined in collaboration with the OEA President or designee on priorities and functions of the day-to-day office operations.

Will be responsible for planning and coordinating the day-to-day functions of the OEA Office. Performs other appropriate duties as assigned.

RECORD-KEEPING AND FINANCIAL DUTIES

• Keeping track of and organizing financial documents, including expenses/receipts, revenue/income and payroll operations for the bookkeeper;
• Reviewing and reconciling dues and membership reports, coordinating with employer and state affiliate;
• Membership duties involve keeping records on all unit members through the state and national teachers' union database. There is considerable interaction with OUSD's Human Resources/Talent department and also our statewide union membership department in keeping these records up to date and current. Answer questions from all teachers regarding their membership and dues/fees. Create and run membership labels and lists as needed.
• Maintaining and updating filing systems, including electronic files

COMMUNICATIONS:

• Answer telephones and respond to inquiries as appropriate. Make referrals to appropriate staff.
• Run and collate flyers as needed.
• Deal with all walk-in members regarding questions or problems, as needed.
• Assist with communications including social media posts, email messages, press releases, member database, etc.

OFFICE OPERATIONS:

• Maintain inventory of stock for office operations and membership.
• Ordering supplies as appropriate for the office and committees.
• Organize copy and supply room, unload and put away supplies and procure janitorial products and maintain an inventory of such.
• Type correspondence and other materials as needed, establish and maintain files and records.
• Type letters, flyers and forms for the President and other leaders. Occasionally type letters for members (walk-ins).
• Prepare release form for teachers, Executive Board members, committee members and reps for union business.
• Collaborate with OUSD Human Resources regarding release time and other business.
• Check and reconcile OEA's release time records against OUSD's release time records.
• Operate office equipment and call in service for office equipment.
• Responsible for maintaining a tidy lobby area, work area, and kitchen in coordination with custodial staff.
• Coordinate and prepare the facility for special events or projects, order food for meetings, make outside reservations for meetings as needed.
• Create and keep track of all OEA keys.
• Create and type special certificates or order flowers for various occasions, e.g. Retirees, Executive Board Members, Sympathy, etc.
• Maintain office equipment contracts and equipment manuals, ensure office and building equipment are properly maintained, scheduling routine maintenance appointments.
• Assist with preparations for the monthly Rep Council, committee meetings and other events.
• Manage the office calendar
• Event planning and logistics

Qualifications:

• Bachelor’s Degree preferred but not required
• Valid California Driver's License
• Two years administrative assistant experience or completion of an approved training program.
• Typing/keyboarding proficiency of 65+w.p.m.
• Knowledge of membership processing is helpful, but not necessary.
• Knowledge of general accounting practices.
• Familiarity with MS Office (Word, Excel, Powerpoint, Outlook) and/or Google Office apps (Google docs, Google sheets, Google slides, Gmail, G calendar). Familiarity with database management.
• Ability to work under considerable pressure effectively and respond to emergencies independently.
• Ability to communicate clearly verbally (in person and by telephone) and in writing.
• Ability to follow through on work assignments and meet timelines with little supervision.
• Ability to operate office equipment and willingness to learn.
• Ability to work overtime as needed.
• Ability to work with a diverse staff and population.

Job Type: Full-time

Pay: $60,000.00 - $70,000.00 per year

Benefits:

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

Work Location: In person