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Administrative Specialist, Member Services at California School Boards Association

Posted in General Business 30+ days ago.

Type: Full-Time
Location: WEST SACRAMENTO, California





Job Description:

SUMMARY
Under general supervision, performs a variety of responsible and complex administrative, technical, and secretarial duties. Acts as the liaison with other departments, staff, outside agencies, and the general public. Handles inquiries both in-person, on the phone, and via e-mail. Provides information and assistance according to established procedures. Provides computer support, photocopying, filing, mailing, and other clerical duties to support the other members of the department. Good judgment is required to plan, prioritize, and organize diversified workload. Relies on experience and judgment to plan and accomplish goals.

SUPERVISORY RESPONSIBILITIES
This position has no supervisory responsibilities.

ESSENTIAL DUTIES & RESPONSIBILITIES

Drafts, composes, types, edits, and proofreads a variety of documents; drafts agendas, attends meetings; takes, transcribes, and distributes meeting minutes; follows-up with members on after-action items.
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.
Collaborates with staff from other departments on projects and assignments.
Answers incoming telephone calls for the department, screens calls, and refers to proper person for action; assists directly with routine inquiries within CSBA and department policy.
Maintains department calendars for annual conference and trade show dates. Schedules staff meetings.
Updates website content.
Assists with the planning, coordination, and production of meeting, events, and webcasts.
Establishes, maintains, tracks, and enters data into a variety of management information systems (CRM and Trade Show management system, etc.) including maintain physical and electronic files for the department. Generates status reports and checklists as appropriate.
Receives sorts, date stamps, and distributes incoming mail as appropriate.
Maintains office supplies and orders replacements as needed.
Archives marketing materials.
Supports budget manager: codes invoices, copy and file as needed.
Collects, copies, and submits timesheets to Human Resources in a timely manner.
Performs clerical duties as assigned; create and modify documents, signs, reports, etc; scans documents and files e-copies in appropriate file.
Uses office machines such as computer, typewriter, adding machine, mailroom equipment, photocopier, and other standard office equipment.
Performs other duties as assigned.
Assists in the coordination of logistics for Association Education Trainings as well as Annual Education Conference Trade Show. May coordinate location, food, transportation, accommodations, and presentation arrangements for event as appropriate.
Answers general requests for information and questions from attendees, respondents, and vendors through a variety of media (e-mail, phone, mail, web).
Maintains contracts, invoicing, files on vendors and other service providers as appropriate. Assists vendors with questions, concerns, or problems.
Initiates communication, provides information, notifies, and assists conference presenters, panelists, and trainers of deadline changes.
Assists in the development of new and existing content for conference publications (signage, programs descriptions, newsletters, e-blasts, web and marketing postings). Edits and proofreads to ensure for accuracy.
Travels throughout the state of California.
Ensures all documents meet established CSBA and department standards.
Formats PowerPoint presentations, etc.
Coordinates printing, receipt of, and tracking of printed material; monitors and tracks marketing pieces.
May contribute to CSBA's e-newsletter, marketing, and website activities as appropriate.
Produces and coordinates a variety of materials to support conference, including name badges, schedules, agendas, and other meeting packet materials as appropriate.
Provides on-site staff support for AEC and other training related event
Collects completed conference evaluations, creates report, and sends information to trainers.
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.
Performs other duties as assigned.





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