Organizational Area: Human Resources - Labor Relations
Location: Oakland, CA
Posting Salary: Recommended hiring range is $51,000 to $60,200. Commensurate with experience.
Position Summary: Under general supervision of the Administrative Officer for Labor Relations, provides administrative and occasional entry level analytical support for the Labor Relations Unit.
Works on operational and/or procedural assignments that are moderately difficult, sometimes requiring judgment in resolving procedural issues. Tasks often involves handling confidential information which includes labor relations strategy and/or legal advice.
Expected to maintain the strictest confidentiality because incumbent often works on highly sensitive materials, including those supporting labor negotiations and planning, confidential Regental material, and material that is proprietary for outside vendors.
Has some independent responsibility with respect to long-range planning for administrative needs within overall goals of the unit. Makes recommendations to improve processes and/or procedures.
Special Conditions of Employment: Overtime Occasional overtime
Other Special Conditions of Employment: Occasional overtime
Job Close Date: $CloseDate
Provides the Office of Labor Relations (OLR) day-to-day office support. Assists in preparing budget for contract proposals; monitors payments for outside vendor contracts. Develops filing systems, internal mailing processes and procedures aligned with UC's audit requirements for securing outside vendor contracts for arbiter-related proceedings. Coordinates reimbursement process for shared costs in union related proceedings where outside vendor services are secured. Handles sensitive and confidential information regarding bargaining unit issues. Confidential work includes preparation of drafts for Regents items; documents for presentation to The Regents in closed-session bargaining, planning sessions; policy/benefits/negotiations; planning correspondence and bargaining matters. Determines special room and equipment needs.
Prepares reports and statistics based on information compiled from various specified sources. Produces complex materials, including correspondence, Memorandum of Understanding (MOU), policy/contract language, appendices, indexes, reports including charts and graphs or other visual aids, PowerPoint presentations, and financial documents. May modify formatting on spreadsheets to improve display results. Prepares and maintains financial documents. Prepares statistical reports, charts/graphs, and/or mailing lists/labels and manipulates them for inclusion in or distribution of the final document. Applies standard office software programs that include the straightforward application of formulas; uses PowerPoint to display information with both text and graphics. Finalizes complex wage appendices, charts and graphs, and MOU, including proofing.
Plans and organizes internal business related functions. Prepares purchase orders by researching and recommending vendors/prices/equipment and may identify substitutes. Uses Service Now to pay invoices, request credit card payments, and reimbursements for managers expenses incurred during business related travel. Coordinates and proofs publication of the weekly Labor Relations Manager (LRM) newsletter.
Coordinates logistics for local and out-of-town meetings. Makes travel arrangements; supports professional staff who travel frequently. Serves as liaison between Labor Relations and BRC to address questions and facilitate completion of travel reimbursement requests. Provides timely and comprehensive advance communication with meeting participants outside Labor Relations about meeting logistics, and responds to inquiries from meeting participants.
Oversees administrative and logistical arrangements for conferences involving multiple parties. Calendars and schedules professional and management staff and maintains calendars.
Coordinates responses for grievances. Produces final step for Step 3 and Appeal to Arbitration Response documents and relevant attachments; updates the shared drive, and ensure timely mailing of all responses including Proof of Service. Maintains log of all outgoing USPS correspondence. Maintains an accurate record of planning and development activities (including the collective bargaining process) through the maintenance of various files (for negotiations and proposal files). Coordinates bargaining notes, formal communications, and proposals into the OLR shared drive. Receives, tracks, distributes and files confidential materials, including attorney/client opinion letters and other privileged materials on various subjects, including proposed policies for new benefit plans, policy development and collective bargaining. Prepares responses to routine correspondence.
Updates and maintains Web pages using basic knowledge of HTML or web editing tools. Updates UC Net for union notices and updates Web with current contract information. Downloads large documents from carrier websites; copy, compile and coordinates complex distribution to extensive onsite and offsite distribution lists.
High school diploma or equivalent experience
Working knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
Requires verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills.
Strong written and editorial skills as demonstrated by the ability to compose and/or draft, edit and proofread large volume of sensitive materials according to specific formats. Ability to use clear and concise expression in composing correspondence and other documents. Ability to apply appropriate language, grammar, punctuation and business style to written correspondence. Proven ability to quickly produce accurate and visually consistent documents for final publication.
Strong verbal skills as demonstrated by the ability to gather and articulate ideas, thoughts and information in a logical manner and sequence. Active listening skills to ensure that important points are noted and clearly communicated.
Strong interpersonal skills, including tact, poise and diplomacy sufficient to work effectively and interact positively with a diverse organization. Demonstrated experience applying judgment and discretion when working with highly sensitive and confidential information
Customer service orientation that demonstrates ability to respond effectively and in a timely and business-like manner to questions and/or requests for assistance. Strong organizational skills to manage a large volume of work, handle multiple tasks with constantly changing priorities, and maintain work flow with numerous interruptions throughout the workday. Proven skills in establishing and maintaining accurate and orderly electronic and paper record management systems.
Mathematical skills that demonstrate ability to perform calculations, reconcile invoice-related transactions and prepare basic statistical information and reports. Careful attention to detail as demonstrated by regularly verifying all work thoroughly to ensure accuracy.
Demonstrated ability to receive and follow general and specific verbal and written instructions. Ability to work proactively and follow through on assignments with minimal supervision. Work collaboratively and cooperatively as part of a team.
Proficiency in PC operating environment, MS Office, Visio, electronic mail, calendaring application and the Internet. Familiarity with managing web content using appropriate software such as Dreamweaver, Photoshop, HTML, SQL, Flash and Fireworks. Ability to operate other internal UC applications; and willingness to learn new software applications and technologies, as needed.
Skill in managing sensitive and confidential information regarding bargaining unit issues.
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