Administrative Specialist, District and County Office of Education Legal Services

Schedule

This position is eligible for 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.

Summary

We are seeking a highly organized and detail-oriented administrative professional to provide comprehensive support to the Legal Services Department. Under the general supervision of the Chief Legal Counsel, District and County Office of Education Legal Services, the Administrative Specialist performs a wide variety of complex administrative, secretarial, and office support duties requiring thorough knowledge of the Association, department programs, procedures, and operational details.

The Administrative Specialist supports attorneys and departmental staff; updates and maintains the online Legal Resource Library and document databases; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing, data entry, and typing; provides information to the public and staff; and assists with assignments related to administration of budgets, contracts, research projects, and department programs. The role requires professionalism, discretion, independent judgment, and adherence to CSBA values; performs related duties as assigned.

Essential Duties & Responsibilities

• Provides comprehensive administrative support to the department, attorneys, and Chief Legal Counsel.
• Drafts, composes, types, edits, and proofreads a variety of documents including correspondence, reports, manuals, articles, announcements, programs, brochures, and marketing materials.
• Develops meeting agendas; attends meetings; takes, transcribes, and distributes meeting minutes; follows up on after-action items.
• Gathers, organizes, posts, updates, and maintains documents for the online Legal Resource Library and document database.
• Updates and maintains client database (Clio) and other Association databases and information systems.
• Inputs information into databases; generates and downloads reports; maintains physical and electronic filing systems; designs and implements record-keeping systems.
• Processes and tracks invoices, reimbursements, expenses, purchase requisitions, and travel claims; assists Chief in development and administration of program budgets; coordinates with Accounting staff to ensure prompt and accurate payments; may generate financial reports as needed.
• Receives and screens visitors, telephone calls, emails, and mail; refers inquiries appropriately; provides information and guidance to staff, stakeholders, and the public regarding departmental and Association policies and procedures; identifies and resolves complaints and problems when appropriate.
• Coordinates and maintains multiple calendars; schedules meetings, seminars, conferences, training events, and appointments; makes travel arrangements and coordinates logistics including location, food, transportation, accommodations, and presentation arrangements.
• Prepares agendas and information packets for committees and program meetings; acts as meeting or committee secretary as assigned.
• Organizes, researches, compiles, and analyzes information and data from various sources; prepares and processes reports, forms, and records; performs standard mathematical and statistical tabulations.
• Updates website content and ensures all documents meet established CSBA and department standards.
• Monitors and orders office supplies; receives vendor invoices; prepares requests for payment for department head approval.
• Assists in monitoring legislative issues that may impact CSBA programs and coordinates with staff to develop and update policies.
• Maintains working relationships with community agencies and organizations.
• Demonstrates continuous effort to improve operations, streamline processes, and provide quality service.
• Promotes the mission and values of the Association through portrayal, living, modeling, and exhibiting the Association’s values of integrity, collaboration, excellence, accountability, innovation, respect, and service; uses tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines; establishes, maintains, and fosters positive and effective working relationships with those contacted in the course of performing duties and responsibilities.
• 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 an associate degree or higher with major coursework in business administration, management, finance, accounting, or related field with three (3) years of progressive, responsible administrative experience, preferably in education, legislative, or other non-profit settings. Experience providing administrative support to management, coordinating meetings, and planning special programs or events is desirable. 
• Utilizes modern office administrative and secretarial practices and procedures, including use of standard office equipment.
• Knowledge of business letter writing, report formatting and preparation, data collection, information management, recordkeeping principles and procedures, and business mathematics and statistical techniques.
• Proficient in standard data entry practices.
• Knowledge of basic accounting principles and procedures for budget tracking.
• Computer applications related to the work, including MS Office365, Word, Excel, Outlook, SharePoint, and Teams.
• Professional English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing high-level customer service to the public, vendors, contractors, and Association staff.
• Knowledge of organization and function of nonprofit organizations, boards, and commissions; the mission and values of CSBA.
• Knowledge of applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to the assigned area of responsibility.
• Compiles, proofreads, and revises drafts of legal documents and reports.
• Accurately completes tasks and follows department procedures without reminders.
• Interprets, applies, and explains administrative and departmental policies and procedures.
• Composes correspondence and reports independently or from brief instructions.
• Conducts research, analyzes and summarizes findings, and performs accurate mathematical, financial, and statistical computations.
• Enters and retrieves data with sufficient speed and accuracy.
• Organizes and prioritizes multiple projects and tasks; meets critical deadlines; and works independently with general supervision.
• Maintains databases including CRM, POS, and online library systems.
• Communicates effectively in person, by telephone, and in writing.
• Works independently and collaboratively as part of a hybrid team based out of CSBA headquarters.
• 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.
• Ability to sit at a computer for extended periods, use office equipment and lift up to 25 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.
• Employee is personally responsible for following health and safety guidelines, instructions and policies.

Why Join CSBA?

• Be part of a mission-driven organization dedicated to integrity, collaboration, excellence, accountability, innovation, respect, and service.
• Support the important work of the Legal Services Department serving school districts and county offices of education.
• Contribute to high-quality programs, resources, and services that impact educational governance and policy.
• Work in a collaborative, professional environment that values teamwork and continuous improvement. Competitive salary and benefits package.

Apply today if you are a highly organized, detail-oriented professional who thrives in a fast-paced environment and takes pride in providing exceptional administrative support. Join CSBA and contribute your expertise to a team committed to service, excellence, and advancing public education.

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