Office Assistant File Clerk Jobs in Silver Spring, MD

With over 16,000 members and retirees, ATU Local 689 is the recognized voice for transit workers in and around the nation's capital. We represent public and private sector transit workers at over a dozen different employers.

Leadership seeks to bring on an office assistant professional that can help our organization meet the growing needs of our expanded membership and staff. This position offers the right person an outstanding opportunity to play a strong supporting role in a dynamic organization.

This position is based at our union headquarters located in Forestville, MD, just outside of Washington, D.C. | Shift: Monday – Friday, 8:30AM – 5:00PM.

Essential Duties, Responsibilities & Typical Activities

Grievance Management

• Grievance Intake: Receive member grievances, log them into the Grievance logbook, date stamp, assign a grievance number, and provide a copy to the member. Open a file in MUMs (our member database), scan the grievance into the member's file, place it in the appropriate colored folder, and review it for assignment to the Shop Steward/Assistant Business Agent.
• Settled Grievances: Receive settled grievances with management signatures and the settlement letter. Scan settlement letters from management and Local 689 into MUMs, mail copies to members, add to the monthly list, and file in the Grievance file room by month and date.
• Dropped Grievances: For grievances dropped by the Executive Board, mail a Local 689 letter via certified mail with a return receipt by the close of business on the Monday following the Friday board meeting, advising the member to attend the next month's charter meeting. Update the member's file and scan the certified mail letter into MUMs.
• Arbitrated Grievances: Update MUMs and notify members via letter when the Executive Board decides to arbitrate their grievance. Scan and update the member's file in MUMs. The day after the union meeting, prepare notifications for the attorney and the Director of Labor Relations at WMATA regarding all arbitrated grievances for the month.
• Arbitration Awards: Mail letters and copies of awards to inform members of arbitration decisions, and scan the decisions into MUMs.
• Withdrawn Grievances: Receive signed withdrawal forms, scan them into MUMs, and file them in the Grievance file room.
• General Grievance Support: Ensure any variations in grievance handling are updated in the MUMs system and answer member calls regarding grievance status.
• Notifying Employers of Arbitrations: Submitting notice of invoked grievances to the respective employers, in accordance with our collective bargaining agreements.
• Scheduling Arbitrations: Working with arbitrators, opposing counsel, and union counsel to schedule cases as expeditiously as possible.
• Union Arbitration Database Maintenance: Maintains our current arbitration spreadsheet system, which records all grievances, the arbitrators to which those grievances are assigned, the arbitration date, the advocate assigned to the case, and the disposition of the case. Able to work with modernized arbitration or grievance database systems the union may purchase in the future.
• Arbitration Invoice Management: Serving as a liaison between the arbitrator and the FST to ensure prompt payment of arbitration related invoices.
• Arbitration Recordkeeping: Closes out grievances by noting the disposition of the grievance, ensuring that all relevant documentation is in the file, and filing the grievance in the appropriate location.

Office Support & Other Duties As Assigned

• This position may also assist with other office support and administrative tasks when necessary, including travel coordination.

Qualification & Requirements

• Demonstrated work experience in administrative support and database management.
• Fast learner, with an ability to learn and use new software applications.
• Demonstrated commitment to and understanding of the labor movement.
• Ability to carry out multiple large projects simultaneously with limited supervision in line with pre-established union policies and interests.
• Ability to communicate and collaborate with colleagues effectively.
• Ability to use common modern word processing, calendar, spreadsheet, and presentation softwares.
• Ability to seek out and recommend innovative ways to tackle work problems.
• Excellent written and verbal communications.
• Willingness to work extended hours as needed to complete projects and support other union activities as requested.

Suggested Education & Experience

• Bachelor’s degree and/or work equivalent.
• Two years of administrative support experience.
• Microsoft Suite experience.
• Scheduling experience.
• Spreadsheet experience.
• CRM experience.

To Apply

Email materials to bwivell@atu689.org

Subject Line: Office Assistant III Position

Include:

• Cover letter
• Resume / CV
• 2 writing samples
• 3 Professional References

Interviews will be conducted on a rolling basis.

Deadline to Apply: August 28th, 2026