USEP Communications, Technology AndInformation Specialist

Job Description:This employee is responsible to perform a wide variety of complex communication, technological, data,analytical and office-related tasks requiring independent judgment and strong verbal and written communication skills to support the efficient and effective operations of the United School Employees of Pasco.

Responsibilities and duties of this position include but are not limited to:

Organizing and Member Service

  • Ensure prompt, professional, and confidential assistance to members with routine requests including information on various services and benefits available to USEP members.
  • Maintain an office environment conducive to the professional nature of the business by ensuring timely and appropriate answering of the phone lines, E-mail, written correspondence, etc.
  • Monitor appointment calendar as requested.
  • Update the USEP website and social media to ensure consistency, uniformity, and relevancy.
  • Manage network user accounts and passwords in conjunction with affiliate support.
  • Process new members and drops for USEP and TIGER PRIDE.
  • Coordinate membership enrollment/renewal process, including preparation of forms and correspondence.
  • Communicate with individual members, prospective members, and local affiliates regarding membership eligibility and program requirements.
  • Coordinate USEP e-mail, list-serves, on-line surveys, and other communication platforms.
  • Work with staff to coordinate hospitality activities and supplies.
  • Work with staff, leaders, and affiliates to analyze data and develop communications, social media, and technology solutions that encourage and support effective implementation of internal organizing efforts.
  • Coordinate with affiliates user needs regarding current and future technologies.

Planning and Implementation

  • Assist in identifying the needs of the office in order to complete required activities/projects including data analysis and identifying user needs to facilitate the use of current and future technologies and media to increase effectiveness and efficiency.
  • Requisition and receive supplies under supervision.
  • Perform varied and irregular secretarial duties, including but not limited to transcription, merge mails, label creation, duplicate materials, scan documents, create and update spreadsheets.
  • Prepare new member and new hire packets.
  • Operate assorted office and computer equipment and assist in maintenance and supply replenishment.
  • Organize and maintain supplies, technology resources, materials, media systems and office equipment in a neat and orderly fashion for easy accessibility.
  • Provide first-level problem solving, hardware/software information, network usage and USEP procedures, and refer as appropriate to affiliate staff.
  • Provide assistance in identifying user needs and facilitating the use of current and future technologies/media and data systems.
  • Work with affiliate staff to schedule and coordinate processing activities, preventative maintenance, backups, and technology updates and upgrades to ensure a balanced and effective system environment.
  • Secure, convert, and upload data from District and affiliates to ensure quality and accuracy of USEP membership and bargaining unit data files.
  • Coordinate with District and/or affiliate personnel the implementation and evolution of USEP’s data/technology system.
  • Work with affiliates and staff to anticipate data related problems and implement processes and procedures to address them.

Training

  • Assist in the development and implementation of USEP training activities including set up and equipment.
  • Assist in the orientation and training of new USEP staff, officers, and/or building representatives
  • Assist in the development and delivery of USEP training activities and/or communication regarding technology, social media, internet tools, databases, network use, e-mail, etc.
  • Train and assist staff/officers to utilize data bases, reports, mail merges, desk-top publishing, etc. and to provide office back up for critical tasks.
  • Attend trainings, pertinent conferences, conventions, professional development, and/or seminars as requested by the President.

Public Relations

  • Help increase membership and the professional status of USEP at every opportunity when communicating with bargaining unit members, the District, affiliates and public and/or serving on task groups or committees.
  • Provide setup, refreshments, and materials for USEP meetings.
  • Assist in maintaining a neat, orderly, and well-supplied professional office environment including kitchen and bathroom, updated bulletin board and a neat and invitingreception area.
  • Attend USEP functions and meetings at the request of the President.

Reporting and Monitoring

  • Prepare and present updates on office activities, communications, data and projects at USEP staff meetings.
  • Communicate the needs and the accomplishments of the USEP office activities to the President and/or others as requested.
  • Monitor USEP office supplies and inventories.
  • Maintain petty cash, promotional sales, receipts, etc. under supervision.
  • Send membership notifications to building representatives, recruiters and members.
  • Monitor the operations of technology systems and provide for ongoing security, data confidentiality, and access procedures.

Record Keeping

  • Assist in maintaining inventories and records of parts supplies and materials used in technology and maintenance services.
  • Maintain all required records, including reimbursement documentation, and communication logs.
  • Work with staff to assist in maintaining an accurate and current member and non-member data base including entering School Board packet, and dues-back criteria into data base.
  • Develop and maintain filing and retrieval systems for data storage systems including downloading and processing electronic District data.
  • Maintain, and verify accuracy of member, non-member, staff, and leader database(s) utilizing appropriate platforms.
  • Compile and analyze data under direction and upon own initiative.
  • Create and update spreadsheets as necessary for special projects or events.

Assessment

  • Assist in providing ongoing review and revision of pertinent USEP office procedures, data bases, equipment, manuals, documents, and forms.
  • Provide ongoing evaluation of USEP’s communications, data, technology and social media and recommend program and procedural modifications as needed.

Miscellaneous

  • Perform complex clerical and data duties including typing reports and correspondence, taking dictation and notes and transcribing, utilizing word processing, and implementing data base and merge functions.
  • Perform work that requires independent thought and decisions.
  • Perform office errands, including but not limited to delivery and pick up of materials and supplies.
  • Maintain Notary Public credentials
  • Perform other duties as assigned.

USEP Communications, Technology AndInformation Specialist 4/252014Page 1 of 3