Office Specialist-Membership Coordinator

JOB SUMMARY:

The Office Specialist is responsible for performing a multitude of duties that provide 
services to AFSCME Council 65 administration, staff and membership. Additional duties may be assigned as needed.

JOB DUTIES:

• Greet the public, answer phones, direct calls and take messages
• Processing and delivering daily mail
• Monitor Info@afscme65.org, and Office@afscme65.org and email inboxes
• Type correspondence and spreadsheets for staff as requested
• Assist in preparing various local and council mailings as requested
• Prepare new member packets as requested, keeping a steady supply available
• Prepare training packets (Steward, Officer, etc..) as requested
• Monitor packet supplies and request materials from Unionplus.org and  AFSCME International when supplies are needed 
• Request PEOPLE jackets from AFSCME International when supplies are needed
• Prepare and mail contracts to locals and/or labor representatives when requested
• Assist in Event setup
• Run the office copier and postage meter
• All other duties as assigned

RECORDS:

Membership: 
• Maintain and update membership information in UnionWare database
• Process new member cards and member assessment forms by entering 
information into UnionWare 
• Email electronic member packets to new members who have signed an
electronic card
• Maintain physical and electronic membership cards files by filing new cards, 
refiling inactive or retired cards, and updating card files based on membership 
audits
• Perform audits of membership lists by comparing employee rosters to the lists in Office Specialist/ Membership Coordinator Job Description  (Updated and adopted by Council 65 Administration 1/1/2023) UnionWare. Notify labor representative of any changes
• Send monthly new fair share fee packets to non-members in the private sector
• Update member information from any source we may receive updates from
• Request documentation from labor representatives or employers to complete 
membership audits 
• Process and record PEOPLE transactions
• Maintain and track list of PEOPLE contributors, including the mailing of  PEOPLE jackets

Dues:
• Data entry of incoming dues
• Process monthly changes to Local 1500 membership lists, reconcile list and  begin and end dues deduction based on membership accordingly. Requires  knowledge of the MN State system to pull information and begin or end dues deduction based on reporting from the employer. 
• Create dues spreadsheet templates for employers as needed
• Notify employers to begin dues or fair share fees for new members/fair share fee 
payers
• Notify employers to end dues with membership change requests
• Follow up with employers and labor representatives on employees not paying 
dues or fair share fees to find out employment status 
• Notify directors immediately if a local has no paying members or drops below  50% membership. 

ACCOUNTABILITIES:

The full time Office Support – Membership Coordinator must be able to work 
independently. This person must be professional when dealing with Council 65 members and employees. This person will also be expected to be self-motivated and willing to assume duties and responsibilities. This person will be accountable to the Finance Director. 

JOB REQUIREMENTS:

High School Diploma, a 2-year Associates degree or 3 to 5 years’ experience in an 
office setting. Additionally, the position requires the following skills: 

• Excellent oral and written communication skills
• Typing proficiency
• Excellent data entry skills
• Knowledge of office machines (computer, copier, fax)
• Must be able to work under pressure and meet the needs of members, 
administration, and staff 
• Proficiency with Microsoft Excel and Office Office Specialist/ Membership Coordinator Job Description  (Updated and adopted by Council 65 Administration 1/1/2023)
• Ability to work effectively independently, on task and on time.
• Ability to stay motivated.
• Ability to learn new software programs quickly
• Hearing and vision acuity is necessary
• Must be able to lift 25 pounds
• Must be able to remain in a stationary position 50% of the time

This position is held within the MIFSCA collective bargaining agreement. Once hired, the 
MIFSCA collective bargaining agreement will be supplied.

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements, or working conditions. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.