Administrative Specialist, Office of General Counsel

Admin/Management
Full-time
California School Boards Association
Until Filled
jobs@csba.org
(916) 669-3321

Summary

Under the general supervision of General Counsel, provides a variety of administrative support to the Office of General Counsel and specifically to the Education Legal Alliance (ELA) and the California Council of School Attorneys (CCSA); researches and gathers information to generate a variety of reports; actively develops and maintains positive relationships with members and partners; provides information to the public and staff; deals with a diverse group of external and internal contacts at all levels of an organization; independent 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.

Responsibilities

  • Provides direct comprehensive organizational support and administrative assistance to the Office of General Counsel.
  • Provides support to the production of the Education Legal Alliance reports.
  • Provides support to the General Counsel’s programmatic activities, AEC, CCSA, ELA, MCLE programs and the membership; composes, types, edits, and proofreads a variety of documents; develops 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.
  • Maintains accurate records of ELA activities on the Association’s website and technology through data entry, tracking and audit reports.
  • Coordinates activities (calendar, travel, logistics, meeting materials, etc.) for the leaders of the ELA, CCSA, and anticipates needs and determines the information and/or documents required.
  • Coordinates logistics for meetings, conferences, workshops, and other special events; coordinates location, food, transportation, accommodations, and presentation arrangements for events; monitors and controls event budgets; may review and negotiate contracts in support of events; provides on-site staff support at meetings and events.
  • Composes and prepares correspondence handles email and/or regular mail.
  • Contributes to and assists with development of programmatic budgets; monitors unit and program budgets, approves expenditures, and coordinates with CSBA accounting staff to ensure prompt and accurate payments; generates financial, annual reports, and budgets as appropriate.
  • Proofreads documents to ensure accuracy of copy, grammar, punctuation, and spelling.  Makes revisions and finalizes documents for distribution.
  • Oversees all 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.

Experience, Knowledge, and Abilities

Knowledge of:

  • Organization and function of non-profit organizations, boards, and commissions, is preferred.
  • Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility, is preferred.
  • 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.

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.
  • Discrete and capable of handling sensitive or confidential matters.
  • 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 that is responsive, reliable, accurate and appropriate.
  • Possesses strong verbal and written communication skills.
  • Highly proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook).
  • 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.

SUPERVISORY RESPONSIBILITIES

  • This position has no supervisory responsibilities.

Preferred Qualifications

  • Any combination of training and experience equivalent to an associate degree or higher with major coursework in business administration, marketing, communication, 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.
  • 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.

Special Conditions of Employment

Applicants must possess a valid California driver’s license, proof of insurance and reliable transportation for use on Association business.

Application Procedure

Cover letters, resumes and applications should be submitted in Word or PDF format as an attachment and emailed to jobs@csba.org. The application may be scanned and included with your submission. Please include the Job Title and Job ID in the subject line of your email. Please indicate your salary requirements and salary history in your cover letter. Your application packet may also be faxed with a cover page to the attention of Human Resources at (916) 669-3321, or mailed to California School Boards Association ATTN: Human Resources at this address. EOE

 
 
 

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