Project Assistant - Fresno, Los Angeles, San Diego

Project Assistant B2W

Under the direction of the Senior Director of the Back 2 Work (B2W) department the Project Assistant B2W provides administrative support by performing highly complex and responsible division coordination, administrative, supervisory and management duties, including budget management. The Project Assistant-B2W supports the B2W team in designing, innovating, developing and delivering resources as part of grants, projects, events and trainings sponsored and/or hosted by Butte County Office of Education (BCOE). The Project Assistant-B2W will utilize state-of-the-art methods and strategies to support the execution and advancement of projects including the use of advanced technologies, such as: web design platforms, cloud-based applications, contract summations and innovative presentations and displays.

Essential duties include maintaining comprehensive statistical, informational and financial records; developing and delivering event information to the public using various electronic platforms; managing B2W grants and projects from concept and creation to execution of the training/event/project, with delegation of tasks to support staff when applicable; researching and/or creating multiple tools to evaluate project effectiveness and value; performing extensive project management responsibilities exercising a high level of independent judgment within established policies; creating and using databases to monitor budgets, conference registration systems, vendor accounts, contracted human resources, and a variety of informational and statistical records; attending meetings to monitor discussions and actions pertinent to area of responsibility and translate discussions into action plans; creating information in the form of flyers and/or graphics; posting information on webpage(s) related to event registration; monitoring and communicating with attendees/vendors regarding events and meetings; researching information and independently drafting correspondence, memos, and reports associated with own work or the work of an administrative superior; collecting, analyzing, synthesizing, interpreting and reporting data in both narrative and statistical formats; developing procedures, systems, and forms necessary to complete work and to ensure efficient flow of information and delivery of service to BCOE division staff; assisting with the supervision and evaluation of division clerical staff; providing leadership, direction, support, training, and work assignments; monitoring completeness, timeliness and accuracy of work performed; establishing and maintaining liaisons with school districts, county agencies and other partners; negotiating and administering contractual and operational agreements in compliance with program requirements; establishing and maintaining a communication plan to disseminate information and feedback for project/program participants; meeting with management level supervisors to facilitate division interaction and avoid duplication of services and duties; assisting with training in approved/supported software and other related approved/not supported computer applications for staff as needed; developing and maintaining division webpage; engaging in professional development to support professional growth and goals and to build expertise; supporting professional development activities and providing training to B2W staff; performing highly responsible duties as the primary and confidential Project Assistant-B2W to the supervisor relieving the administrator of a variety of administrative details; planning, coordinating and organizing office and division activities and flow of communications for the administrator; maintaining confidentiality of privileged and sensitive information; traveling locally and occasionally throughout the state in the performance of duties; and establishing and maintaining filing systems.

Qualifications include knowledge of advanced public relations techniques, current technological practices for BCOE approved software and hardware used at BCOE, proper grammar, punctuation, spelling, capitalization, and sentence structure, principles of work organizational planning; processes used to develop short and long-range goals and objectives, strategies for coordinating a number of work activities between and among staff within the division, staff outside the division, the public, and other appropriate parties, strategies for assisting with the delegation of tasks to clerical support staff; principles and practices of collaboration, coaching, mentoring, training, and professional development, management principles and practices, including personnel hiring, budget development and monitoring, contracts and agreements, program and office operations, reporting and record keeping, methods of collecting and organizing data and information, business letter and report writing, editing and proofreading, applicable laws, codes, regulations, policies and procedures, ability to perform a variety of highly complex and sensitive functions of an administrative nature requiring independent decision-making within established policies; work productively with independent initiative, ability to write effectively; compose correspondence and other written material within broad guidelines, ability to recreate, transform, and/or modify existing models, projects, plans, etc., ability to communicate effectively with divergent populations regarding technical information and clearly explain decisions and services, and resolve problems, ability to organize, establish and maintain a data management, storage and retrieval system; perform advanced data processing and word processing functions associated with the entry, retrieval, and report generation, ability to combine graphic layouts and design with written text to develop professional camera-ready publications; develop and maintain division webpage, ability to develop and maintain effective working relationship and collaboration with staff, other divisions, district personnel and the general public, ability to demonstrate proficiency in the use of telecommunications and applications of computer technologies; develop and provide training, technical assistance, and professional development supporting the growth and capacity of staff, ability to maintain confidentiality of sensitive information, ability to interpret, apply and explain laws, codes, rules, regulations, policies and procedures, ability to meet schedules and time lines, and ability to travel locally and throughout the state as necessary.

Experience and training include high school diploma, minimum of two (2) years of college level coursework or training/experience equivalent to the completion of two years of training in administrative and office management courses with emphasis in computer applications and technology, four years of broad, varied and increasingly responsible secretarial and/or office management experience with demonstrated success, webpage training/experience, project management experience required, and possession of California Driver's License and appropriate automobile insurance.

Physical requirements include occasional (less than 25%) ability to bend and twist, stoop, and kneel; ability to lift 40 pounds; ability to carry 25 pounds; ability to stand for extended periods of time, often (25 50%) sufficient mobility to move about an office; very frequent (76%) ability to stand and move around an office; ability to work at a desk, conference table, or in meetings of various configurations; ability to see for purposes of reading printed matter and observing students and staff; ability to hear and understand speech at normal levels; ability to communicate so others will be able to clearly understand; ability to operate office equipment; ability to reach in all directions; reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job. This list of essential functions and physical requirements is not exhaustive and may be supplemented as necessary in accordance with the requirements of the job.

Other requirements include compliance with the Immigration Reform and Control Act of 1986, all new employees must provide proof of identity and authorization to work in the United States, fingerprinting for conducting a background investigation is required and completed upon offer of employment, and online applications only; no paper copies will be accepted. All online applications must be accompanied by the following attachments; incomplete applications will not be accepted: cover letter, resume, three letters of recommendation required, current letters preferred, proof of minimum of two (2) years of college level coursework or training/experience equivalent to the completion of two years of training in administrative and office management courses with emphasis in computer applications and technology.