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Schedule
This is an onsite position based out of our West Sacramento office, Monday- Friday 8:00 a.m.– 5:00 p.m.
Summary
Under the general supervision of the Director, Facilities, provides a variety of administrative and office support duties of considerable complexity requiring thorough knowledge of the department, its procedures and operational details; provides assistance for a wide variety of assignments related to staffing CSBA’s front desk and acts as the main point of contact to answer phones, greet visitors, staff, vendors, and members of the community; performs a variety of clerical duties of a routine and recurring nature, including typing, filing, receiving incoming and processing outgoing mail; monitors and orders supplies; assists and works with other departments as needed; sound 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, analytical, and customer service support for internal departments and external stakeholders.
- Serves as the primary front desk contact, receiving and screening visitors, phone calls, emails, and mail; provide accurate information regarding Association policies and procedures or refer inquiries to appropriate departments.
- Provides direct administrative support to the Director, Facilities.
- Organizes and implements administrative assignments and special projects; maintains accurate department records, schedules, reports, files, databases, and confidential information.
- Composes, types, edits, and proofreads correspondence, reports, agendas, brochures, and other materials; ensures documents meet CSBA and department standards.
- Maintains, tracks, and creates monthly inventory reports for the CSBA office supplies.
- Prepares PowerPoint presentations, programs, and informational materials.
- Coordinates calendars, meetings, and appointments; develops agendas; attends meetings; takes, transcribes, and distributes meeting minutes.
- Assists callers by providing information or directing them to the proper department for online registration, travel, and accommodation information for webinars, trainings, and meetings.
- Provides administrative support within Association databases and information systems; inputs data and generates reports.
- Assists meeting organizers with coordination and logistics for meetings, conferences, and special events, including but not limited to location, food, AV equipment, transportation, accommodations, and presentation arrangements.
- Monitors event-related budgets; reviews and negotiate contracts in support of events; provide on-site staff support as needed.
- Establishes, maintains, tracks, and updates physical and electronic filing systems and management information systems.
- Performs clerical duties including document creation and modification, scanning, filing, mail processing, and record maintenance.
- Receives, sorts, date-stamps, and distributes incoming mail and deliveries; process outgoing mail daily.
- Maintains and updates conference room reservation schedules.
- Receives and logs Facilities requests; coordinates and tracks building maintenance projects with vendors as needed.
- Maintains and updates the Association’s internal phone list.
- Maintains office equipment and coordinates repair services as needed.
- Monitors and orders office and related supplies; prepares, processes, and tracks purchase requisitions; receives vendor invoices and prepares payment requests for approval.
- Participates on the Safety Committee; assists with building safety checks and identify safety concerns.
- Updates website content as assigned.
- Analyzes procedures and recommends improvements to increase efficiency and effectiveness.
- May be assigned administrative support duties across multiple departments.
- Demonstrates adherence to CSBA values, policies, timekeeping practices, and professional standards.
- Works occasional overtime, evenings, weekends, and holidays.
- Limited vacation permitted during peak periods (board meetings, conferences, and events, for example).
- Performs other duties as assigned.
Qualifications
Education & Experience
- 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.
Knowledge of
- Modern office administrative and secretarial practices and procedures.
- Business writing, report preparation, data collection, records management, and standard business mathematics and statistical techniques.
- Building safety, security issues, and OSHA regulations related to workplace health and safety.
- Computer applications including word processing, database management, spreadsheets, calendaring/scheduling programs, and standard office and mailroom equipment.
- English usage, grammar, spelling, and punctuation.
- Principles and practices of providing high-level customer service to the public, vendors, contractors, and staff.
- Standard office practices, software and equipment.
- Business mathematics, statistical analysis and financial data management.
Ability to
- Provide administrative support to management, coordinating meetings, and planning special programs or events is desirable.
- Interpret and apply organizational policies, procedures and regulations.
- Perform accurate data entry, analysis and reporting.
- Communicate effectively and professionally in writing, in person and by phone.
- Prioritize multiple tasks and meet deadlines under minimal supervision.
- Demonstrate strong critical thinking and problem-solving skills.
- Provide exceptional customer service and maintains professionalism under pressure.
- Make quick, informed decisions in fast-paced or live event environments.
- Provide clear and responsive customer service to a variety of stakeholders.
- Organize and maintain accurate records and filing systems.
- Proofread and edit written materials for clarity, accuracy, and grammar.
- Follow organizational health and safety guidelines and practices.
Environmental Elements & Physical Demands
- 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.
- 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.
- Stable organization with a strong reputation in the education and nonprofit sectors.
- Collaborative and mission-driven work environment.
- Competitive salary and benefits package.
If you are an experienced administrative professional with strong customer service skills, a passion for supporting operations and facilities, 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
- Kaiser Platinum 90 HMO
- Blue Shield Platinum Access+ HMO 0/25
- Blue Shield Platinum Full PPO 250/15
- Blue Shield Silver Full PPO Savings HDHP 2300/30% with CSBA contributing $150 monthly to an HSA plan
- Optional FSA plan for non-Blue Shield Silver Full PPO Savings HDHP 2300/30% plan participants
- 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
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