California School Boards Association

Administrative Specialist, Business Development

General Information
Location  3251 Beacon Blvd
West Sacramento, CA 95691-3531
United States
Employee Type  FT Non-Exempt
Description

SUMMARY

Under the direct supervision of Senior Director, Business Development provides a variety of administrative support towards the mission, goals, programs and/or activities of organization; researches and gathers information to generate a variety of reports; actively develops and maintains positive relationships with contacts; provides information and responds to requests; deals with a diverse group of external and internal contacts at all levels of  an organization; good judgment is required to plan, prioritize, and organize diversified workload; relies on experience and judgment to plan and accomplish goals; performs a variety of other duties as assigned.

Requirements

ESSENTIAL DUTIES & RESPONSIBILITIES

 

  • 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 with members on after-action items; prepares programs and brochures; formats PowerPoint presentations, etc.
  • Promotes 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.
  • Organizes and implements administrative assignments and special projects related to assigned area of responsibility; maintains accurate and detailed department-specific records, schedules, reports, files, plans, databases, and other operational and/or confidential information; verifies accuracy of information; researched discrepancies and records information
  • Supports department staff in the effective and efficient delivery of current business partner deliverables and prospecting of potential partners.
  • Ensures the accuracy and integrity of data and content within data systems, customer relationship management systems, and content management systems.  
  • Provides and administers updates to the CSBA website.
  • Obtains an understanding of department programs, projects, and services in order to assist customers, responds to general requests for information and questions from CSBA staff, school district stakeholders, program personnel, and department contacts, through a variety of media.
  • Researches, compiles and organizes information and data for special projects and various reports, publications, and newsletters; designs and implements forms; prepares written materials to explain Association programs and procedures.
  • Develops, verifies, and reviews forms, contracts, and reports for completeness and conformance with established regulations and procedures; interprets, explains, and applies departmental and program policies and procedures in determining completeness of applications, records, and files.
  • Assists with monitoring department program budgets, processes invoices and requests for payment, and coordinates with approval authority and CSBA accounting staff to ensure prompt and accurate payments; may generate financial and budget reports as appropriate; attends budget meetings as appropriate; follows-up on payments of unpaid invoices; maintains expense binder for fiscal years
  • Assists in the coordination of logistics for meetings, conferences, trade shows, and other special events; may coordinate location, food, transportation, accommodations, and presentation arrangements for events as appropriate; monitors event budgets; provides on-site staff support at meetings and events.
  • Receives, investigates, and responds to difficult and sensitive problems and inquiries.
  • Assists with researching, formatting, and customizing content for program-specific correspondence, forms, reports, presentations, marketing collateral, and manuals.
  • Operates a variety of standard office equipment, including job-related computer hardware and software, applications, facsimile equipment, photocopiers, and multi-line telephones.
  • 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.
  • Other duties as assigned.

 

QUALIFICATIONS

 

Knowledge of:

  • Organization and function of non-profit organizations, boards, and commissions; the mission and values of the CSBA, school boards, and county offices of education.
  • Administrative principles and practices of business letter writing, report formatting and preparation, data collection, information management, record keeping and accounting principles and procedures, and business mathematics and statistical techniques.
  • Department programs methods and procedures.
  • 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.
  • Computer-based word processing (MS Word preferred); advanced knowledge of MS Excel.
  • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Association staff.

 

Ability to:

  • Understand the organization and operation of the Association and of outside agencies as necessary to assume assigned responsibilities.
  • Apply knowledge and demonstrate common sense & good judgment, critical thinking skills, lead and 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 deadlines.
  • 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.

 

 

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 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 policies.
  • 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.
  • May be asked to work occasional overtime, evenings, nights, weekends, and holidays for activities that are required to be done after-hours.
  • Limited vacation during peak periods.

 

LICENSES & CERTIFICATIONS

  • Possession of, or ability to, obtain a valid California Driver’s license by time of appointment.