Administrative Specialist

  • California School Boards Association
  • 3251 Beacon Blvd, West Sacramento, CA, USA
  • Sep 28, 2020
Full time Admin-Clerical Customer Service Education Nonprofit-Social Services

Job Description

SUMMARY

Under the general supervision of the Assistant Executive Director of Policy and Governance Technology Services, provides a variety of administrative, secretarial, and office support duties of considerable complexity requiring thorough knowledge of the association, department programs and their procedures and operational details; provides administrative support to management and departmental staff; 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; provides assistance for a wide variety of assignments related to administration of budgets, contracts, research projects, and department programs; and performs related work as required.

ESSENTIAL DUTIES & RESPONSIBILITIES

  • Provides administrative support to department activities; composes, types, edits, and proofreads a variety of documents; assists in developing agendas; attends meetings; takes, transcribes, and distributes meeting minutes; follows-up with members on after-action items; prepares programs and brochures; formats PowerPoint presentations, etc.
  • Drafts, composes, types, edits, and proofreads a variety of documents; drafts agendas, attends meetings; takes, transcribes, and distributes meeting minutes; follows-up with members on after-action items.
  • 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.
  • Provides administrative support in Association databases and information systems. 
  • Provides administrative support for program services.
  • Receives and screens visitors, telephone calls, emails, and regular mail referring to appropriate department source; provides information to the public to ensure understanding of departmental and Association policies and procedures; provides guidance and assistance based on knowledge; identifies, negotiates, and/or resolves complaints and problems when appropriate.
  • Coordinates and maintains multiple calendars and schedules and meetings and appointments; makes travel arrangements and processes travel claims as required.
  • Coordinates and schedules programmatic meetings, seminars, conferences, and training sessions; acts as meeting and/or committee secretary including preparing agendas and information packets, and taking and transcribing minutes for assigned program committee.
  • Coordinates location, food, transportation, accommodations, and presentation arrangements for events as appropriate.
  • Organizes, prepares, and carries out administrative assignments, researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other marketing and information materials; prepares and processes reports, forms, and records.
  • Establishes, maintains, tracks, and enters data into a variety of management information systems, including maintain physical and electronic files for the department. 
  • Designs and implements filing and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provide follow-up information to customer and staff inquiries; organizes and maintains various administrative, confidential, reference, and follow-up files and records for the AED.
  • Operates a variety of standard office equipment, including job-related computer hardware and software, applications, facsimile equipment, photocopiers, and multi-line telephones.
  • Maintains department calendar.
  • Updates website content.
  • Ensures all documents meet established CSBA and department standards.  
  • Monitors and orders office and related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares requests for payment for department head approval.
  • Analyzes policies and procedures to improve program efficiency and effectiveness.
  • Participates in the development and administration of program budget. 
  • Prepares and maintains records and reports. 
  • May be assigned administrative support duties across multiple departments.
  • Reads and demonstrates an understanding and adherence to CSBA values, policies, and practices.
  • Demonstrates respect, honesty and professionalism at all times. 
  • Adheres to an established work schedule and the organization’s timekeeping practices. 
  • Performs other duties as assigned.

QUALIFICATIONS

Knowledge of:

  • Organization and function of non-profit organizations, boards, and commissions; the mission and values of the CSBA.
  • Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
  • Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
  • Principles and practices of business letter writing, report formatting and preparation, data collection, information management, record keeping principles and procedures, and business mathematics and statistical techniques.
  • The Microsoft Office 365 suite of software applications, including Word, Excel, Outlook, SharePoint and Microsoft Teams. 
  • English usage, grammar, spelling, vocabulary, and punctuation.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Association staff.

Ability to:

  • Understand the organization and operation of the Association and of outside agencies as necessary to assume assigned responsibilities.
  • Perform responsible application of specialized program-related knowledge to support organizational unit with accuracy, speed, and general supervision; interpret, apply, and explain administrative and departmental policies and procedures; provide customer service for program-related inquiries and related requests.
  • Use English effectively to communicate in person, over the telephone, and in writing.
  • Compose correspondence and reports independently or from brief instructions; provide research, analysis, and summarize findings; make accurate mathematical, financial, and statistical computations; enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
  • Apply knowledge and demonstrate critical thinking skills, lead and coordinate various projects involving participation of other departments; organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.

SUPERVISORY RESPONSIBILITIES

  • This position has no supervisory responsibilities.

 

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.  Experience providing administrative support to management, coordinating meetings, and planning special programs or events is desirable.  

 

ENVIRONMENTAL ELEMENTS & PHYSICAL DEMANDS

  • Employee normally works in a primarily sedentary office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. 
  • Ability to work from home (temporarily due to COVID-19)
  • Employee is personally responsible for following health and safety guidelines, instructions, and policies.
  • Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and computer screen, and hearing and speech to communicate in person, and over the telephone; must be able to bend, stoop, kneel, reach, push and pull drawers open and closed in the execution of duties.
  • Must be able to sit at computer for long periods of time and have the dexterity to access, enter, and retrieve data using a computer keyboard or calculator, and operate standard office equipment.
  • Employee must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds, hand truck available to assist.
  • May be asked to work occasional overtime, evenings, nights, weekends, and holidays for activities that are required to be done after-hours.
  • Limited vacation during peak periods.
  • Some overnight travel may be required.

 

LICENSES & CERTIFICATIONS

  • Possession of, or ability to, obtain a valid California Driver’s license by time of appointment.