Administrative Specialist, Governmental Relations

Description SUMMARY Under the direct supervision of the Chief, Governmental Relations and the Legislative Director, provides a variety of administrative support to numerous and distinct department efforts concerning proposed legislation affecting TK-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 related work as required. ESSENTIAL DUTIES & 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. 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. Provides administrative support in Association databases and information systems. Updates website content. Ensures all documents meet established CSBA and department standards. Analyzes procedures to improve program efficiency and effectiveness. Coordinates and maintains multiple calendars and schedules and meetings and appointments. Opens and analyzes incoming correspondence (including faxes and e-mails) to determine significance and appropriate action and distribution. Monitors department calendar and e-mails; responds where appropriate. 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, web). Inputs information into database(s) and generates/downloads 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 update policies. 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 appropriate. 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. 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. Occasional overnight travel. Performs other duties as assigned. SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities. Requirements Knowledge of: Organization and function of non-profit organizations, school boards, and federal, state, and local legislative bodies; the mission and values of 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 punctuation. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, legislative staff, and Association members and 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; 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 deadlines. Promote 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. 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 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 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. 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.