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Description

SUMMARY

Under general supervision of Director, Executive Office Administration and Leadership Support, 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.

Schedule: This position is eligible for a hybrid work schedule, with a minimum of three (3) days in-office based out of our West Sacramento office and two (2) days working remotely.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Provides direct comprehensive organizational support and administrative assistance in the Executive Office, including but not limited to staff, officers, the Board of Directors Delegate Assembly and committees.
• 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 and other meeting materials; 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 and 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.
• Occasional travel throughout the state of California.
• Occasional overnight travel.
• Other duties as assigned.

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 to committee members, coordinating meetings and planning special programs or events is desirable.

Requirements

QUALIFICATIONS

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.
• 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, 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 demonstrates high standards of excellence and sound judgment in application of policies and practices in handling matters with the elected leadership.
• Exceedingly well organized and detail oriented.
• Able to work in a team environment, determine priorities and assume initiative.
• Flexible and able to work in a fast-paced environment handling multiple and changing priorities.
• Exhibits effective interpersonal skills with an emphasis on customer service.
• Possesses strong verbal and written communication skills including drafting correspondence, escalating logistical issues to management when appropriate and providing regular updates to management, e.g., workload, competing priorities, etc.
• Highly proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Discrete and capable of handling sensitive or confidential matters.
• Able to handle a large variety of details and to work with staff from all levels of the organization.
• Provides customer service that is responsive, reliable, accurate and appropriate.
• Demonstrates 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.

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.
• May be asked to work occasional overtime, evenings, nights, weekends and holidays to support the work of the department and if/when needed to meet deadlines.
• 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
• Occasional overnight travel throughout California.

If you are an ambitious professional looking for a role where you can make a real impact, we encourage you to apply!
About CSBA:

The California School Boards Association is a nonprofit education association representing the governing boards who oversee public school districts and county offices of education. With a membership of nearly 1,000 educational agencies statewide, CSBA brings together school governing boards to advocate for effective policies that advance the education and well-being of the state's more than 6 million school-age children. CSBA provides policy resources and training to members and represents the statewide interests of public education through legal, political, legislative, community, and media advocacy.

CSBA employees are highly skilled, with a desire to excel and help strengthen school board governance and maximize student achievement. They are strategic in their trade, embrace challenges, and offer new and innovative ideas. CSBA creates a supportive, dynamic environment for its employees to grow and succeed. Our core values of integrity, collaboration, accountability, respect, excellence, service, and innovation guide the way to achieving the Association's goals.
Benefits

At CSBA, we proudly offer a competitive compensation package to our full-time exempt and non-exempt employees, including the following benefits:

• Medical, Dental & Vision
• CalPERS Retirement
• 457 Retirement Plan
• Short- and Long-Term Disability Insurance
• Life and AD&D Insurance
• Flexible Spending Account
• Dependent Care Flexible Spending Account
• Vacation
• Floating Holidays
• Sick
• Employee Assistance Program

Apply Today

If you are ready to take the next step in your career and contribute to meaningful work, apply today! We are excited to hear how your expertise can further our mission and advance the education and well-being of the state's more than 6 million school-age children within public education in California.
Equal Opportunity Employer

CSBA is an equal opportunity employer and complies with applicable Federal and State law. CSBA prohibits discrimination of any person employed or seeking employment with CSBA on the basis of actual or perceived race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, genetic information, pregnancy, national origin, ancestry, age (over 40), marital status, physical or mental disability, medical condition, military or veteran status, reproductive health decision making or any other characteristic protected by state or federal law.
E-Verify

This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment.

Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.
E-Verify Works for Everyone

888-897-7781 dhs.gov/e-verify