Senior Administrative Assistant, Executive Office
Company: California School Boards Association
Location: West Sacramento
Posted on: September 18, 2023
Job Description:
Contact information
Name:Serena
KouklisEmail:jobs@csba.orgDescriptionSUMMARYUnder general
supervision, performs a variety of administrative, secretarial, and
office support duties of considerable complexity requiring a
thorough knowledge of project initiatives, its procedures and
operational details; provides administrative support to the Senior
Director and Senior Project Manager; 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 the grant
budget, contracts, and related research; collaborates between
departments; and performs related work as required.
This is a grant funded position with a two-year term.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Provides direct comprehensive administrative support in the
Executive Office for a grant from the Chan Zuckerberg Initiative
related to the development of education workforce housing using
district property.
- Acts as a liaison between internal CSBA departments, project
partners, CSBA members, and other 3rd parties.
- Provides administrative support for grant-related activities,
including but not limited to the following: 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.
- Coordinates activities (calendar, travel, logistics, meeting
materials, etc.) for the Senior Director and Senior Project
Manager; anticipates needs and determines the information and/or
documents required.
- Coordinates administrative aspects of meetings and attends
meetings in order to handle on-site logistics.
- Coordinates and assists with special projects.
- Maintains accurate records in Association's database through
data entry, tracking and audit reports.
- Assists with agenda preparation and distribution and
coordination of meeting materials.
- Proofreads documents to ensure accuracy of copy, grammar,
punctuation, and spelling. Makes revisions and finalizes documents
for distribution.
- Coordinates meeting logistics, including room reservations,
food and beverage, A/V-IT and set-up.
- Regularly performs significant and recurring administrative
tasks with high degree of initiative and independence, and with
great attention to detail on numerous projects.
- Reads and demonstrates an understanding and adherence to CSBA
values, policies, and practices.
- Promotes the mission and values of the Association through
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.
- Demonstrates respect, honesty and professionalism at all
times.
- Adheres to an established work schedule and the organization's
timekeeping practices.
- May be assigned administrative support duties across multiple
departments.
- Other duties as assigned.RequirementsQUALIFICATIONS Knowledge
of:
- Organization and function of non-profit organizations, boards,
and commissions.
- Applicable Federal, State, and local laws, regulatory codes,
ordinances, and procedures relevant to assigned area of
responsibility.
- Planning, monitoring, and tracking budgets.
- 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.
- Modern office management practices and methods, including use
of standard office equipment, computer equipment and applications,
including word processing, spreadsheet applications, report writing
and business correspondence/writing.
- 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:
- Consistently demonstrate high standards of excellence and sound
judgment in application of policies and practices in handling
matters with the elected leadership.
- Be organized and detail oriented.
- Work in a team environment, determine priorities and assume
initiative.
- Be flexible and able to work in a fast-paced environment
handling multiple and changing priorities.
- Exhibit effective interpersonal skills with an emphasis on
customer service.
- Demonstrate strong verbal and written communication
skills.
- Work within Microsoft Office (Word, Excel, PowerPoint and
Outlook) at an intermediate to advance level.
- Be discrete and capable of handling sensitive or confidential
matters.
- Handle a variety of details and to work with staff from all
levels of the organization.
- Provide customer service that is responsive, reliable, accurate
and appropriate.
- Demonstrate time management skills to meet deadlines and manage
workload efficiently, striving to deliver the highest caliber
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
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 for grant-funded
research projects, coordinating meetings, and planning special
programs or events is desirable.
- Experience in affordable housing, real estate development, or
city/county/regional planning is a strong plus. 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.
- May be asked to work occasional overtime, evenings, nights,
weekends, and holidays
- 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.
- Occasional overnight travel to staff off-site functions.
- Limited vacation during peak periods LICENSES & CERTIFICATIONS
- Possession of, or ability to, obtain a valid California
Driver's license by time of appointment.
Keywords: California School Boards Association, West Sacramento , Senior Administrative Assistant, Executive Office, Accounting, Auditing , West Sacramento, California
Didn't find what you're looking for? Search again!
Loading more jobs...