Facilities Assistant, Finance and Facilities

Schedule

This position is a fully onsite position based out of our West Sacramento office. This position is not eligible for a hybrid schedule.

Summary

Under the general supervision of the Director, Facilities; performs a variety of responsible and complex administrative, technical, and secretarial duties. Acts as the liaison with other departments, staff, outside vendors, and the general public. Handles inquiries both in-person, on the phone, and via e-mail. Provides information and assistance according to established procedures. Provides computer support, photocopying, filing, mailing, and other clerical duties to support the department. Good judgment is required to plan, prioritize, and organize diversified workload. Relies on experience and judgment to plan and accomplish goals; performs related work as required.

Essential Duties & Responsibilities

• Performs administrative, clerical, and customer service support for department activities and cross-departmental assignments.
• Composes, types, edits, and proofreads correspondence, reports, agendas, programs, brochures, and other materials; ensure all documents meet CSBA and department standards.
• Limited vacation permitted during peak periods.
• Performs other duties as assigned.
• Performs administrative, clerical, and customer service support for department activities and cross-departmental assignments.
• Composes, types, edits, and proofreads correspondence, reports, agendas, programs, brochures, and other materials; ensure all documents meet CSBA and department standards.
• Assists in developing meeting agendas; attend meetings; take, transcribe, and distribute meeting minutes; follow up on after-action items.
• Formats and prepares PowerPoint presentations and other communication materials.
• Collaborates with staff from other departments on projects, assignments, and requests.
• Answers incoming telephone calls, screen calls, and route to appropriate staff; assist with routine inquiries in accordance with CSBA and department policies.
• Organizes and implements administrative assignments and special projects; maintain accurate department records, schedules, reports, files, plans, databases, and confidential information; verifies data accuracy and research discrepancies.
• Assists with the planning, coordination, and logistics for meetings, conferences, special events, and webcasts, including location, food, transportation, accommodations, and presentation arrangements; provides on-site staff support as needed.
• Inputs information into databases; generates, downloads, and maintains reports, status updates, and checklists.
• Establishes, maintains, and updates physical and electronic filing systems and management information systems.
• Maintains department and conference room calendars.
• Tracks vendor projects and building maintenance tasks; receive and log facilities requests and coordinate building maintenance projects.
• Maintains office and building supplies; order replacements as needed.
• Maintains budget-related coding, copying, filing of invoices, and monitor activities related to the department budget.
• Assists with building cleanliness, recycling, waste management, and general maintenance tasks.
• Monitors, tracks, tests, updates, and maintains building safety and security equipment, including cameras, key fob access panels, keys, and lockdown mechanisms.
• Serves as backup to the front desk; greets visitors, staff, vendors, and community members; determines needs and provides information or referrals as appropriate.
• Operates a multi-line phone system and monitors voicemail.
• Receives, sorts, date-stamps, and distributes incoming mail, packages, invoices, and registrations; processes outgoing mail daily.
• Maintains office equipment and places repair requests with service providers as needed.
• Checks building for safety concerns and assists with maintaining a safe work environment.
• May be assigned administrative support duties across multiple departments.
• Demonstrates adherence to CSBA values, policies, professionalism standards, and timekeeping practices.
• Works occasional overtime, evenings, weekends, and holidays as needed.
• Infrequent overnight travel to staff off-site functions.
• Limited vacation permitted during peak periods.
• Performs other duties as assigned.

Qualifications

• Any combination of training and experience equivalent to a high school diploma or higher with major coursework in business administration or management related field with two (2) years of progressive, responsible administrative experience, preferably in human resources, education, or other non-profit settings;  experience providing administrative support to management and coordinating meetings is desirable. 
• Knowledge of the organization and functions of nonprofit organizations, boards, and commissions, and the mission and values of CSBA.
• Utilizes administrative principles and practices including business letter writing, report preparation, data collection, records management, and business mathematics and statistical techniques.
• Enforces building safety, security issues, and OSHA regulations and standards.
• Professional level of experience with computer applications including word processing, database entry and management, spreadsheets, mailroom equipment, and calendaring/scheduling programs.
• Knowledge of English usage, grammar, spelling, vocabulary, and punctuation.
• Exceptional customer service techniques for working effectively with the public, vendors, contractors, and staff.
• Ability to utilize basic hand tools and drill use.
• Ability to climb and work from a ladder.
• Business mathematics, statistical analysis and financial data management.
• Interprets and applies organizational policies, procedures and regulations.
• Performs accurate data entry, analysis and reporting.
• Communicates effectively and professionally in writing, in person and by phone.
• Prioritizes multiple tasks and meet deadlines under minimal supervision.
• Demonstrates strong critical thinking and problem-solving skills. 
• Provides exceptional customer service and maintains professionalism under pressure. 
• Makes quick, informed decisions in fast-paced or live event environments.
• Provide clear and responsive customer service to a variety of stakeholders.
• Organizes and maintains accurate records and filing systems.
• Proofreads and edits written materials for clarity, accuracy, and grammar.
• Follows organizational health and safety guidelines and practices.
• The office environment is primarily sedentary, in a controlled office environment with moderate noise levels and no direct exposure to hazardous physical substances.
• Some safety considerations exist from exposure to hazardous physical substances, including cleaning solutions and paint.
• Must be able to perform simple manipulative tasks such as using hand tools and operating maintenance machinery.
• May be required to operate power carpentry tools, cleaning equipment, or paint sprayer.
• Ability to sit at a computer for extended periods, use office equipment and lift up to 50 pounds.
• Must be able to bend, stoop, kneel, reach, push, and pull drawers open and closed in the execution of their duties. 
• Limited vacation during peak periods.
• Ability to occasionally travel is required for conferences, training, workshops and meetings throughout California, including overnight stays.
• Occasional overtime, including evenings, weekends and holidays, may be necessary based on event schedules.
• Employee is personally responsible for following health and safety guidelines, instructions and policies.

Why Join CSBA?

• Opportunity to support the daily operations and facilities that enable CSBA’s mission-driven work serving education leaders across California.
• Exposure to a wide range of organizational functions through cross-departmental support and special projects.
• Collaborative and mission-driven work environment.
• Competitive salary and benefits package.

If you are an organized and service-oriented administrative professional with an interest in facilities support, operations, and event coordination, and a desire to contribute to a mission-driven organization, we encourage you to apply and join our team!

Benefits
At CSBA, we proudly offer competitive compensation and benefits, including medical, dental and vision coverage for employees and dependent children, insurances and California Public Employees Retirement System (CalPERS), and more:

• Comprehensive medical, dental and vision plans:
  • Medical through Kaiser (Platinum HMO plan) and Blue Shield (Platinum HMO, Silver PPO, and HDHP with HSA).
  • Dental - Delta Dental
  • Vision – VSP
• CSBA offers a hybrid work schedule, with a minimum of three (3) days in-office based out of our West Sacramento office and two (2) days working remotely.
• Paid Time Off:
  • Vacation: Accrues 10 days annually for hourly employees and 15 days annually for salary employees. The rate at which you accrue will increase annually with years of service.
  • Floating holidays: 32 hours annually accrue date of hire.
  • Separate sick leave accrual: 8 hours accrued monthly.
  • Holiday: 10 CSBA recognized holidays annually
  • December Office Closure: During the latter part of December each year CSBA closes its office. During this time, employees are paid for 6 days in addition to the December 25 and January 1 holiday.
  • Sabbatical Program: Employees with at least seven (7) years of continuous full-time employment in their current period of service are eligible for up to four (4) weeks of paid leave.
• Membership in the CalPERS retirement system:
  • Classic membership tier (2% @ 55; 7% employee contribution and 11.54% employer contribution)
  • PEPRA membership tier (2% @ 62; 8.25% employee contribution and 8.27% employer contribution)
• Employer-paid Life insurance 1.5 times the annual salary
• Employer-paid AD&D insurance
• Employer-paid Short- and Long-Term Disability insurance
• Optional supplemental 457 retirement savings available
• Flexible Spending Account (FSA) Medical and Dependent Care
• Employee Assistance Program
• Perks at Work savings program
• Learning and Development
• Social Events: All-Staff luncheon events, Coffee & Learn
• Travel Reimbursement

CSBA’s operation hours are 8:00 a.m.– 5:00 p.m. CSBA currently offers a hybrid work schedule for eligible positions. CSBA is headquartered in West Sacramento. 

About CSBA

The California School Boards Association is a nonprofit education association representing the governing boards who oversee public school districts and county offices of education. With a membership of nearly 1,000 educational agencies statewide, CSBA brings together school governing boards to advocate for effective policies that advance the education and well-being of the state’s more than 6 million school-age children. CSBA provides policy resources and training to members and represents the statewide interests of public education through legal, political, legislative, community, and media advocacy.

CSBA employees are highly skilled, with a desire to excel and help strengthen school board governance and maximize student achievement. They are strategic in their trade, embrace challenges, and offer new and innovative ideas. CSBA creates a supportive, dynamic environment for its employees to grow and succeed. Our core values of integrity, collaboration, accountability, respect, excellence, service, and innovation guide the way to achieving the Association’s goals.

Apply Today
If you are ready to take the next step in your career and contribute to meaningful work, apply today! We are excited to hear how your expertise can further our mission and advance the education and well-being of the state’s more than 6 million school-age children in public education in California.

Equal Opportunity Employer
CSBA is an equal opportunity employer. It does not discriminate against employees or applicants based on any characteristic protected by state or federal law. Equal employment opportunity will be extended to all persons in all aspects of the employer/employee relationship.

CSBA prohibits any CSBA employee, consultant, and any CSBA agent, including unpaid interns and volunteers, Board members, independent contractors or any other agent from discriminating against any other employee or job applicant on the basis of the person's actual or perceived race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, genetic information, pregnancy, national origin, ancestry, age (over 40), marital status, physical or mental disability, medical condition, military or veteran status, reproductive health decision making or any other characteristic protected by state or federal law.

E-Verify

This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment.

Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.

E-Verify Works for Everyone

888-897-7781 dhs.gov/e-verify