Confidential Secretary at UNITED FOOD AND COMMERCIAL WORKERS

Washington, District of Columbia, United States -

Full Time

Start Date

Immediate

Expiry Date

08 Oct, 26

Salary

40000.0

Posted On

10 Jul, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Financial Reporting, Audit Coordination, Microsoft Word, Microsoft Excel, Accounts Payable, General Ledger Reconciliation, Time Entry Coordination, Recordkeeping, Meeting Coordination, Confidentiality Management, Budget Tracking, Correspondence Preparation, SharePoint, Data Entry, Office Management

Industry

Description

FCW International Union Job Description Job Title: Confidential Secretary Department: Accounting Department Reports To: Comptroller Bargaining Unit: None Employee Name: Vacant SUMMARY The Confidential Secretary provides high-level administrative, accounting, and operational support to the Accounting Department (including the Auditing Department), performing highly confidential and sensitive work. This role supports financial reporting, audit coordination, and departmental operations by managing key accounting and administrative processes, maintaining financial records, performing reconciliations, and ensuring compliance with internal controls and organizational policies. The role requires regular interaction with the Comptroller, senior leadership, and internal and external stakeholders, including external auditors. The role supports the Comptroller, who assists the International Secretary-Treasurer's Office and the International President's Office with financial management and organizational policy. The role exercises a high degree of discretion, independent judgment, and initiative, and serves as a critical coordination point for departmental workflows, audit activities, and reporting requirements. In addition, the position functions as backup support to the staff of the International Secretary-Treasurer's Office, as needed. ESSENTIAL DUTIES AND RESPONSIBILITIES Include the following. Other duties may be assigned. This list is not exhaustive and may be supplemented. Performs administrative and general support duties of a highly responsible and confidential nature while exercising a high degree of discretion and initiative. This position involves exposure to highly sensitive information and interaction with high-level contacts, requiring a high degree of discretion, diplomacy, and judgment. Performs a broad range of secretarial and administrative duties for the Accounting Department, including typing, expense submission, invoice processing through accounts payable systems, SharePoint file management, recordkeeping and scanning, telephone coverage, correspondence preparation, mail distribution, scheduling, and reporting support for attendance, itineraries, and LM-2 reporting. Performs time entry for the Accounting Department and serves as time entry coordinator. Coordinates with Human Resources to resolve missing or incomplete time entries and activity codes and ensures accuracy and compliance with payroll and reporting requirements. Formats and distributes accounting, financial, and budget reports. Supports financial reporting by tracking deliverables and assisting with documentation requests to ensure completeness and timeliness. Reconciles direct-billed general ledger expenses to Concur activity by reviewing transactions, researching discrepancies, and coordinating timely resolution with appropriate stakeholders. Monitors outstanding assignments within the accounting system and follows up with responsible parties to ensure timely completion and proper documentation. Coordinates audit timing and logistics by working with internal departments and external auditors, organizing documentation, and supporting audit activities. Prepares and coordinates department meeting materials, including meeting minutes, attendance records, and agendas, in collaboration with the Comptroller. Assists the Comptroller and Assistant Comptroller in meetings by taking notes, preparing materials, and providing administrative and operational support, including but not limited to budget and financial review meetings, labor-management discussions, UFCW bargaining proposal reviews, collective bargaining negotiation sessions, grievance and arbitration meetings, strategy and planning meetings, and other related meetings or discussions. Orders supplies for the Accounting Department. Prepares and gathers information from employees for annual Beck calculations. Prepares and processes various accounting and governmental forms. Responsible for petty cash disbursements of up to $20.00. Works with the support staff in the Secretary-Treasurer's Department to meet deadlines and expedite workflow. Maintains and updates the Accounting Department's policies and procedures manual by proofreading, revising, and ensuring alignment with current practices, internal controls, and organizational requirements. Assists the Auditing Department with accounting system input for LM-2 reports, budgets, and financial reporting. Maintains financial security by following internal controls and complying with policies and procedures. Must meet attendance and performance requirements, including punctuality and adherence to deadlines. Extended hours may be required. Protects UFCW International operations by maintaining the confidentiality of sensitive or confidential data or materials. QUALIFICATIONS To perform this job successfully, an individual must satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. Education and/or Experience Minimum five years of previous secretarial experience required, preferably supporting a senior-level position. This position requires progressive secretarial experience and extensive knowledge of the organization's structure, policies, and procedures. Experience in using spreadsheet software is also required. Keyboarding Skills Input ability of 65 words per minute. Computer/Software Skills Proven ability to navigate through database systems to retrieve, update, and verify information. Ability to organize and prepare complex documents requiring the integration of office technology and software, including word processing applications. Proficiency in Microsoft Word and Excel is required. Communication Skills Strong oral and written communication skills. Experience in reading and interpreting complex documents. Must be able to professionally compose correspondence, effectively present information, and respond to questions from individuals. Other Knowledge/Skills/Abilities Required Demonstrated ability to perform administrative and general support duties of a highly responsible and confidential nature while exercising a high degree of discretion and initiative. The desire to serve and work with Plan participants and beneficiaries. Must be analytical, patient, compassionate, and possess demonstrated organizational skills. Ability to professionally compose correspondence, spell correctly, and use proper grammar and punctuation. Ability to coordinate and perform a wide range of administrative functions of a highly responsible and confidential nature. Must be able to work independently and as part of a team. Ability to coordinate multiple tasks. Must be able to prioritize work assignments with little or no supervision and demonstrate strong attention to detail. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to make independent decisions and exercise good judgment. Job Demands Must meet attendance standards and work extended hours regularly. Must be able to handle multiple priorities with frequently overlapping deadlines and interruptions. Convention-related activities significantly increase workload. Working Conditions

Responsibilities

Provides high-level administrative and operational support to the Accounting and Auditing departments, handling sensitive financial data and audit coordination. Manages departmental workflows, financial recordkeeping, and provides critical support to the Comptroller and senior leadership.