Job Details

Description

Job Summary
The Operations Production Specialist supports the Union's mission by ensuring the timely and professional production of materials that advance member communication, education and engagement. This role combines copy and print production, graphics support, basic IT troubleshooting, and procurement coordination. This position plays a vital role in maintaining high quality standards, operational efficiency, and excellent service to both internal teams and union members. Key strengths include eye for detail, creative problem-solving, service orientation, and proactive collaboration all rooted in a strong commitment to the Unions values of integrity, solidarity and excellence.

Requirements

Qualifications
• At least 2-4 years of proven experience operating complex multifunctional duplicating equipment and various bindery and finishing machines
• At least 2 years of experience providing administrative support in a fast-paced environment
• At least 1 year of procurement and supply management experience
• Typing speed of 30-40wpm, with a focus on accuracy and efficiency
• Working knowledge of Microsoft Office/Office 365 and other commonly used applications: Word, Excel, Teams, SharePoint, OneDrive, Zoom, Acrobat Reader, Foxit PDF
• Proficiency in basic graphics/layout software such as Adobe, Creative Suite, InDesign, Photoshop, Canva, Publisher, or equivalent
• Familiarity with basic health and safety protocols
• Familiarity with using or working in a ticketing system preferred
• Strong organizational skills, attention to detail and ability to manage multiple projects simultaneously
• Excellent communication, time management, and problem-solving skills
• Service minded, collaborative, adaptable, and committed to supporting the Unions mission, staff and members.

Physical Demands
• Able to sit, stand, stoop and bend throughout the day and/or for extended periods of time
• Able to lift and move up to 50 pounds
• Ability to work overtime and/or travel, including weekends and overnight, based on operational or organizational needs

Key Responsibilities
Graphics
• Collaborate with the Communications Department, Division/Department Administrative staff or other staff, to ensure printed materials align with the Unions' branding and creative vision
• Prepare, edit and convert files for production, ensuring accuracy and quality in print
• Support layout and graphics task using appropriate design and publishing software such as Adobe, FoxIt, Publisher, and/or Canva
• Assist in enhancing and retouching images to support effective visual communications

Basic IT Troubleshooting & System Support
• Perform basic operating system troubleshooting for system performance, freezing apps, connectivity, or dealing with common application error messages prior to escalating
• Manage digital files and folders, ensuring proper organization, naming conventions and conversions
• Utilize communication and collaboration tools (Teams, Zoom, SharePoint, and/or OneDrive to facilitate smooth workflow and information sharing)

• Promote and maintain security best practices, including password management, phishing
awareness, software updates and two-factor authentication

Document Production and Services
• Operate and maintain equipment to produce and assemble materials, including finishing tasks
• Set-up and maintain settings and templates within the machine software/application
• Conduct quality control and accuracy for all stages of production such as headers/footers, dates and times, including links and QR codes, ensuring professional and error-free output
• Perform basic troubleshooting with equipment, file compatibility and production software prior to escalating complex issues to IT or service vendors
• Manage production schedules and prioritize requests to meet critical deadlines for member communications and organizational campaign deadlines
• Coordinate with vendors for equipment servicing and orders, and meter readings for main and satellite offices as needed
• Serve as the subject matter expert, train and support peers on reproduction processes, creating and maintaining written documentation and procedures

Procurement
• Order and maintain office supplies for main office and satellite offices, and cover/support other offices as needed; and ensure process requirements are met before placing an order and
budget/cost centers are properly coded
• Build and maintain effective vendor relationships to ensure timely procurement and initiate corrections or returns, as well as price comparison and matching
• Perform routine office supply inventory audits and assessments
• Coordinate the disposal of surplus, obsolete, or broken equipment and supplies in accordance with organizational policies and environmental regulations
• Maintain Material Safety Data Sheets (MSDS) associated with purchases/ordering of chemical products
• Assist in inventory control procedures to improve operational efficiency and reduce waste

General and Administrative Support
• Maintain production/supply areas, and inventory in an orderly, safe and compliant condition
• Communicate equipment and supply issues promptly to supervisor and peers
• Assist with administrative duties, front office support and coverage, and special union projects or events as needed, and all other duties as assigned