Under the supervision of the Assistant Executive Director, Member Services, performs a variety of responsible and complex administrative, technical, and secretarial duties. Acts as the liaison with other departments, staff, outside agencies, 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.
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 on after-action items; prepares programs and brochures; formats PowerPoint presentations, etc.
- Ensures all documents meet established CSBA and department standards.
- Collaborates with staff from other departments on projects and assignments.
- Answers incoming telephone calls for the department, screens calls, and refers to proper person for action; assists directly with routine inquiries within CSBA and department policy.
- Maintains department calendar.
- Updates website content.
- Assists with the planning, coordination, and production of meeting, events, and webcasts.
- Coordinates location, food, transportation, accommodations, and presentation arrangements for events as appropriate.
- Establishes, maintains, tracks, and enters data into a variety of management information systems, including maintain physical and electronic files for the department.
- Assists with the creation, execution, and data analysis of surveys.
- Generates status reports and checklists as appropriate.
- Receives sorts, date stamps, and distributes incoming mail as appropriate.
- Maintains office supplies and orders replacements as needed.
- Maintains budget related coding, copying and filing of invoices as needed. Monitors activities related to the department budget.
- Uses and operates standard office equipment.
- Travels throughout the state of California as needed.
- Coordinates printing, receipt of, and tracking of printed materials; monitors and tracks marketing pieces.
- May be assigned administrative support duties across multiple departments.
- 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.
- 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.
- Organization and function of non-profit organizations, boards, and commissions; the mission and values of the CSBA.
- Administrative 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.
- Special events planning and coordination.
- Applicable local, state, and Federal laws and policies.
- Computer applications related to the work, including word processing, database entry and management, spreadsheet applications, and calendaring/scheduling programs.
- 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 employees.
- 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.
- Compose correspondence and reports independently or from brief instructions; 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 common sense & good judgment, 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 deadlines.
- Use English effectively to communicate in person, over the telephone, and in writing.
- 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 works in a primarily sedentary office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.
- 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 50 pounds, hand truck available to assist.
- Work occasional overtime, evenings, nights, weekends, and holidays for activities that are required to be done after-hours.
- Employee may be required to travel throughout the state of California.
- Limited vacation during peak periods.