Under general supervision of Director, Executive Office, performs a variety of administrative, secretarial, and office support duties of considerable complexity requiring thorough knowledge of the department, its 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 direct comprehensive organizational support and administrative assistance in the Executive Office, and to the officers, the Board of Directors and Delegate Assembly.
- Provides administrative support to department 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..
- 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.
- Serves as backup to Executive Assistant to Executive Director.
- Coordinates activities (calendar, travel, logistics, meeting materials, etc.) for the Association’s officers and Board of Directors, anticipates needs and determines the information and/or documents required.
- Coordinates administrative aspects of meetings and attends leadership meetings in order to handle on-site logistics.
- Coordinates nomination and election process for the leadership of the Association.
- Maintains accurate records in Association’s database through data entry, tracking and audit reports.
- Assists with agenda preparation and distribution of Association’s Executive Committee, Board of Delegate Assembly meetings, as well as committee meetings.
- Composes and prepares correspondence.
- 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.
- 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.
- 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.
- 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.
- Consistently demonstrate high standards of excellence and sound judgment in application of policies and practices in handling matters with the elected leadership.
- Organize and be 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.
- 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 committee members, 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.
- Occasional overnight travel to staff off-site functions.
- May be asked to work occasional overtime, evenings, nights, weekends, and holidays for server updates and activities that are required to be done after-hours.
- 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.
- Limited vacation during peak periods
LICENSES & CERTIFICATIONS
- Possession of, or ability to, obtain a valid California Driver’s license by time of appointment.