Administrative Specialist, Research and Education Policy Development

4 weeks ago

Sacramento, California, United States California School Boards Association Full time
Job Summary

Under the direct supervision of the Chief, Research and Education Policy Development, this Administrative Specialist will provide a variety of administrative support duties of considerable complexity requiring thorough knowledge of the department, its procedures, and operational details. The successful candidate will provide administrative support to management and departmental staff, compose and prepare correspondence using considerable judgment in content and style, perform skilled word processing, data entry, and typing, provide information to the public and staff, act as department lead for meetings and events, and provide assistance for a wide variety of assignments related to administration of budgets, contracts, research projects, and department programs.

Key Responsibilities
  • Provides routine administrative support to managers and department staff by assisting with duties of a complex, confidential, or sensitive nature, and acts as liaison between management and other staff or the public.
  • Receives and screens visitors, telephone calls, emails, and regular mail, referring to appropriate department source, and provides information to the public to ensure understanding of departmental and Association policies and procedures.
  • Coordinates and maintains multiple calendars and schedules, and makes travel arrangements as required.
  • Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff, and acts as support for meetings and committees, including preparing agendas and information packets, setting meeting location, and taking and transcribing minutes.
  • Organizes, prepares, and carries out administrative assignments, researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area, checks and tabulates standard mathematical or statistical data, prepares and assembles reports, manuals, articles, announcements, and other information materials, and prepares and processes reports, forms, and records.
  • 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, and designs and implements filing and record-keeping systems.
  • Updates website content, operates a variety of standard office equipment, including job-related computer hardware and software, applications, facsimile equipment, photocopiers, and multi-line telephones, monitors and orders office and related supplies, prepares, processes, and tracks purchase requisitions for services and materials, receives vendor invoices, and prepares requests for payment for department head approval.
  • Maintains working relationships with community agencies and organizations, analyzes policies and procedures to improve program efficiency and effectiveness, participates in the development and administration of program budget, assists with grants to develop new funding sources, 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, and performs other duties as assigned.
Requirements

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.

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