Administrative Specialist, Facilities

About the role

This is an onsite position based out of our West Sacramento office, Monday- Friday 8:00 a.m.– 5:00 p.m.

Responsibilities

• Serves as the primary front desk contact, receiving and screening visitors, phone calls, emails, and mail; provide accurate information regarding Association policies and procedures or refer inquiries to appropriate departments.
• Provides direct administrative support to the Director, Facilities.
• Organizes and implements administrative assignments and special projects; maintains accurate department records, schedules, reports, files, databases, and confidential information.
• Composes, types, edits, and proofreads correspondence, reports, agendas, brochures, and other materials; ensures documents meet CSBA and department standards.
• Maintains, tracks, and creates monthly inventory reports for the CSBA office supplies.
• Prepares PowerPoint presentations, programs, and informational materials.
• Covers calendars, meetings, and appointments; develops agendas; attends meetings; takes, transcribes, and distributes meeting minutes.
• Aids callers by providing information or directing them to the proper department for online registration, travel, and accommodation information for webinars, trainings, and meetings.
• Assists meeting organizers with coordination and logistics for meetings, conferences, and special events, including but not limited to location, food, AV equipment, transportation, accommodations, and presentation arrangements.
• Maintains and updates the Association’s internal phone list.
• Maintains office equipment and coordinates repair services as needed.
• Maintains and updates the Association’s internal phone list.
• Maintains conference room reservation schedules.
• Coordinates and tracks building maintenance projects with vendors as needed.
• Maintains and updates physical and electronic filing systems and management information systems.
• Performs clerical duties including document creation and modification, scanning, filing, mail processing, and record maintenance.
• Receives, sorts, date-stamps, and distributes incoming mail and deliveries; process outgoing mail daily.
• Monitors event-related budgets; reviews and negotiate contracts in support of events; provide on-site staff support as needed.
• Establishes, maintains, tracks, and updates physical and electronic filing systems and management information systems.
• Performs clerical duties including document creation and modification, scanning, filing, mail processing, and record maintenance.
• Receives, sorts, date-stamps, and distributes incoming mail and deliveries; process outgoing mail daily.
• Monitors and orders office and related supplies; prepares, processes, and tracks purchase requisitions; receives vendor invoices and prepares payment requests for approval.
• Participates on the Safety Committee; assists with building safety checks and identify safety concerns.
• Updates website content as assigned.
• Analyzes procedures and recommends improvements to increase efficiency and effectiveness.
• Makes quick, informed decisions in fast-paced or live event environments.
• Provides exceptional customer service and maintains professionalism under pressure.
• Proofread and edit written materials for clarity, accuracy, and grammar.
• Follows organizational health and safety guidelines and practices.

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 related field with three (3) years of progressive, responsible administrative experience, preferably in education, legislative, or other non-profit settings.
• Knowledge: Of modern office administrative and secretarial practices and procedures; business writing, report preparation, data collection, records management, and standard business mathematics and statistical techniques; building safety, security issues, and OSHA regulations related to workplace health and safety; computer applications including word processing, database management, spreadsheets, calendaring/scheduling programs, and standard office and mailroom equipment; English usage, grammar, spelling, and punctuation; principles and practices of providing high-level customer service to the public, vendors, contractors, and staff; standard office practices, software and equipment; business mathematics, statistical analysis and financial data management.
• Ability: To provide administrative support to management, coordinating meetings, and planning special programs or events is desirable; interpret and apply organizational policies, procedures and regulations; perform accurate data entry, analysis and reporting; communicate effectively and professionally in writing, in person and by phone; prioritize multiple tasks and meet deadlines under minimal supervision; demonstrate strong critical thinking and problem-solving skills; provide exceptional customer service and maintains professionalism under pressure; make quick, informed decisions in fast-paced or live event environments; provide clear and responsive customer service to a variety of stakeholders; organize and maintain accurate records and filing systems; proofread and edit written materials for clarity, accuracy, and grammar; follow organizational health and safety guidelines and practices.

Benefits

• Comprehensive medical, dental and vision plans: Medical, Blue Shield Platinum Access+, Blue Shield Platinum Full PPO, Blue Shield Silver Full PPO Savings HDHP, Kaiser Platinum 90 HMO.
• Optional FSA plan for non-Blue Shield Silver Full PPO Savings HDHP plan participants.
• Dental – Delta Dental.
• Vision - VSP.
• California Public Employees Retirement System (CalPERS).
• Paid Time Off: Vacation, Floating holidays, Sick leave, Holiday, December Office Closure, Sabbatical Program.
• Life insurance 1.5 times the annual salary.
• AD&D insurance.
• 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.