Administrative Specialist, Governmental Relations
Company: California School Boards Association
Location: West Sacramento
Posted on: May 25, 2023
Under the direct supervision of the Assistant Executive Director
for Governmental Relations and the Legislative Director, provides a
variety of administrative support to numerous and distinct
department efforts concerning proposed legislation affecting K-12
public education and that represents the interests of CSBA's
members to the Legislature, governor, Congress, White House, and
state and federal regulatory agencies. Researches and gathers data
to generate a variety of detailed financial and budget reports;
sound judgment is required to plan, prioritize, and organize
diversified workload; relies on experience and judgment to plan and
accomplish goals; performs a variety of other duties as
ESSENTIAL DUTIES & RESPONSIBILITIES
- 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 to department activities;
composes, types, edits, and proofreads a variety of documents;
coordinates travel arrangements for the department; develops
agendas; attends meetings; takes, transcribes, and distributes
meeting minutes. Prepares programs and brochures; formats
PowerPoint presentations, etc. Answers incoming telephone calls for
the Governmental Relations Department, screens calls, and refers to
proper person for action; assists directly with routine inquiries
within CSBA policy.
- Opens and analyzes incoming correspondence (including faxes and
e-mails) to determine significance and appropriate action and
- Monitors department calendar and e-mails; responds where
- Assists in the coordination of logistics for meetings,
conferences, and other special events; coordinates location, food,
transportation, accommodations, and presentation arrangements for
events; monitors and controls event budgets; reviews and negotiates
contracts in support of events; provides on-site staff support at
meetings and events.
- Responds to requests for information and questions from
committee and task force members, CSBA staff, school district
stakeholders, program personnel through a variety of media (e-mail,
phone, mail, or web).
- Inputs information into database(s) and generates/downloads
- Performs general office duties such as ordering supplies,
maintaining records management databases, and performing basic
bookkeeping and/or accounting work.
- Demonstrates continuous effort to improve operations, decrease
turnaround times, streamline work processes, and work cooperatively
with staff to provide quality service.
- Operates a variety of standard office equipment, including
job-related computer hardware and software, applications, facsimile
equipment, photocopiers, and multi-line telephones.
- Assists in monitoring legislative issues that may impact CSBA
programs, county offices of education, school boards, and
educational legislation; coordinates with CSBA staff to develop and
- Assists with development of programmatic budgets; monitors
program budgets, processes invoices and requests for payment, and
coordinates with CSBA accounting staff to ensure prompt and
accurate payments; may generate financial and budget reports as
- Works with network administrators, developers, and programmers
to assess any technical challenges; writes, edits, and proofreads
new and existing content of department web pages; ensures all
documents meet established CSBA and partner standards.
- Prepares quarterly CSBA and advocates on-line mandatory filings
with the Secretary of State and other state agencies; coordinate
advocates mandatory ethics training for each new session.
- Trains administrative assistants, including temporary
- May be assigned administrative support duties across multiple
- Reads and demonstrates an understanding and adherence to CSBA
values, policies, and practices.
- Demonstrates respect, honesty and professionalism at all
- Adheres to an established work schedule and the organization's
- Performs other duties as assigned.
- Organization and function of non-profit organizations, school
boards, and federal, state, and local legislative bodies; the
mission and values of the CSBA. Basic principles, standards and
practices of budget development and management; meeting planning,
and office administration.
- 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.
- 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
- Techniques for providing a high level of customer service by
effectively dealing with the public, vendors, contractors,
legislative staff, and Association members and staff.
- Understand the organization and operation of the Association
and of outside agencies as necessary to assume assigned
- 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; 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 and good judgment,
participate in and/or 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
- 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.
- Occasional overnight travel to staff off-site functions.
- 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
- 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
- Limited vacation during peak periods.LICENSES &
- Possession of, or ability to, obtain a valid California
Driver's license by time of appointment.
Keywords: California School Boards Association, West Sacramento , Administrative Specialist, Governmental Relations, Accounting, Auditing , West Sacramento, California
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