Administrative Specialist

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. CSBA’s operation hours are 8:00 a.m.– 5:00 p.m. CSBA is headquartered in West Sacramento. Summary We are seeking a highly organized and detail‑oriented administrative professional to provide comprehensive support to the Policy and Governance Technology Services Department. Under the general supervision of the Chief, Policy and Governance Technology Services, the Administrative Specialist performs a wide variety of complex administrative and office support duties requiring thorough knowledge of the department, its procedures, and operational details. The Administrative Specialist provides administrative support to management and departmental staff; assists with the administration of budgets, contracts, invoices, collections, expenses, research projects, and department programs; maintains department records, databases, calendars, and website content; and composes and prepares correspondence using considerable judgment in content and style. The role performs skilled word processing, data entry, and typing; provides information and assistance to staff and the public; and supports departmental operations through effective organization, communication, and customer service. This position requires professionalism, discretion, independent judgment, and adherence to CSBA values; performs related duties as assigned. Essential Duties & Responsibilities Participates in the development and administration of program budgets. Prepares and maintains records and reports. Tracks and processes invoices, collections, and department expenses. Monitors and orders office and related supplies; prepares, processes, and tracks purchase requisitions for services and materials; prepares requests for payment for department head approval. Provides administrative support to department activities, including composing, typing, editing, and proofreading a variety of documents. Assists in developing agendas; attends in‑person and virtual meetings; takes, transcribes, and distributes meeting minutes; follows up on action items. Prepares programs, brochures, and PowerPoint presentations. Provides administrative support for Association databases and information systems. Provides administrative support for program services. Receives and screens visitors, telephone calls, emails, and regular mail; refers inquiries to appropriate department resources and provides information regarding departmental and Association policies and procedures. Identifies, negotiates, and resolves complaints and problems when appropriate. Coordinates and maintains multiple calendars, schedules, meetings, and appointments; makes travel arrangements as required. Coordinates location, food, audiovisual equipment, transportation, accommodations, and presentation arrangements for events as appropriate. Organizes, prepares, and carries out administrative assignments; researches, compiles, and organizes information and data from various sources related to department programs and services. Checks and tabulates standard mathematical and statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials. Prepares and processes reports, forms, and records; assists in the preparation of departmental and program budgets. Establishes, maintains, tracks, and enters data into management information systems; maintains physical and electronic department files. Designs and implements filing and record‑keeping systems; researches records and prepares reports and follow‑up information for customer and staff inquiries. Organizes and maintains administrative, confidential, reference, and follow‑up files and records for the Chief. Operates standard office equipment and related technology. Maintains department calendar. Updates website content. Ensures all documents meet established CSBA and department standards. Analyzes procedures to improve program efficiency and effectiveness. May be assigned administrative support duties across multiple departments. Promotes the mission and values of the Association through professional conduct and demonstration of integrity, collaboration, excellence, accountability, innovation, respect, and service. Establishes and maintains positive and effective working relationships with those contacted in the course of work. Demonstrates respect, honesty, and professionalism at all times. Adheres to established work schedules and organizational time‑keeping practices. Occasional overnight travel. Works occasional overtime, evenings, weekends, holidays. Limited vacation permitted during peak periods (board meetings, conferences, and events, for example). Performs other duties as assigned. Qualifications 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 a related field, and three (3) years of progressively responsible administrative experience, preferably in education, legislative, or other nonprofit settings. Experience providing administrative support to management, coordinating meetings, and planning special programs or events is desirable. Knowledge of Organization and function of nonprofit organizations, boards, and commissions, and the mission and values of CSBA. 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. Computer applications related to the work, including word processing, database management, spreadsheets, and calendaring and 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, and Association staff. Ability to Provide high‑level customer service and effectively interact with staff, stakeholders, and the public. Understand the organization and operation of the Association and outside agencies necessary to assume assigned responsibilities. Perform responsible application of specialized program‑related knowledge with accuracy, speed, and minimal supervision. Interpret, apply, and explain administrative and departmental policies and procedures. Provide customer service for program‑related inquiries and requests. Communicate effectively in person, over the telephone, and in writing. Compose correspondence and reports independently or from brief instructions. Conduct research, analyze information, summarize findings, and prepare reports. Make accurate mathematical, financial, and statistical computations. Enter and retrieve data from computer systems with speed and accuracy. Demonstrate critical thinking skills and coordinate projects involving participation from multiple departments. Organize and prioritize multiple projects and tasks in an effective and timely manner. Organize work independently, set priorities, and meet critical deadlines. Follow organizational health and safety guidelines and practices. 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. Must have vision to read printed materials and computer screens and hearing and speech to communicate in person and over the telephone. Must be able to sit at a computer for extended periods and have the dexterity to access, enter, and retrieve data using a keyboard or calculator. Must be able to lift, carry, push, and pull materials and objects weighing up to 25 pounds. Benefits Comprehensive medical, dental and vision plans: Medical: Kaiser Platinum 90 HMO Blue Shield Platinum Access+ HMO 0/25 Blue Shield Platinum Full PPO 250/15 Blue Shield Silver Full PPO Savings HDHP 2300/30% with CSBA contributing $150 monthly to an HSA plan Optional FSA plan for non Blue Shield Silver Full PPO Savings HDHP 2300/30% plan participants Dental–Delta Dental Vision–VSP CSBA offers 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. Paid Time Off: Vacation: Accrues 10 days annually for hourly employees and 15 days annually for salary employees. The rate at which you accrue will increase annually with years of service. Floating holidays: 32 hours annually accrue date of hire. Separate sick leave accrual: 8 hours accrued monthly. Holiday: 10 CSBA recognized holidays annually December Office Closure: During the latter part of December each year CSBA closes its office. During this time, employees are paid for 6 days in addition to the December25 and January1 holiday. Sabbatical Program: Employees with at least seven (7) years of continuous full‑time employment in their current period of service are eligible for up to four (4) weeks of paid leave. Membership in the CalPERS retirement system: Classic membership tier (2% @ 55; 7% employee contribution and 11.54% employer contribution) PEPRA membership tier (2% @ 62; 8.25% employee contribution and 8.27% employer contribution) Employer‑paid Life insurance 1.5 times the annual salary Employer‑paid AD&D insurance Employer‑paid Short‑ and Long‑Term Disability insurance Optional supplemental 457 retirement savings available Flexible Spending Account (FSA) Medical and Dependent Care Employee Assistance Program Perks at Work savings program Learning and Development Social Events: All‑Staff luncheon events, Coffee & Learn Travel reimbursement Equal Opportunity Employer CSBA is an equal opportunity employer. It does not discriminate against employees or applicants based on any characteristic protected by state or federal law. Equal employment opportunity will be extended to all persons in all aspects of the employer/employee relationship. 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. E-Verify Works for Everyone View phone number on click.appcast.io dhs.gov/e-verify #J-18808-Ljbffr