Administrative Specialist, Policy and Governance Technology Services (Administrative)

SUMMARY
Under the general supervision of the Chief, Policy and Governance Technology Services, provides a variety of administrative and office support duties of considerable complexity requiring thorough knowledge of the department, its procedures and operational details; provides assistance for a wide variety of assignments related to administration of budgets, contracts, invoices, collections, expenses, and research projects, and department programs; provides administrative support to management and departmental staff; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing, data entry, and typing; provides information to the public and staff; and performs related work as required.

ESSENTIAL DUTIES & RESPONSIBILITIES
Participates in the development and administration of program budget. Prepares and maintains records and reports. Tracks and processes invoices, collections, and department expenses. Provides administrative support to department activities; composes, types, edits, and proofreads a variety of documents; assists in developing agendas; attends in-person and virtual meetings; takes, transcribes, and distributes meeting minutes; follows-up with members on after-action items; prepares programs and brochures; formats PowerPoint presentations, etc. 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. Promotes the mission and values of the Association through portrayal, living, modeling, and exhibiting the Associations 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. Provides administrative support in Association databases and information systems. Provides administrative support for program services. Receives and screens visitors, telephone calls, emails, and regular mail referring to appropriate department source; provides information to the public to ensure understanding of departmental and Association policies and procedures; provides guidance and assistance based on knowledge; identifies, negotiates, and/or resolves complaints and problems when appropriate. Coordinates and maintains multiple calendars and schedules and meetings and appointments; makes travel arrangements as required. Coordinates and schedules programmatic virtual and in-person meetings, seminars, conferences, and training sessions; acts as meeting and/or committee secretary including preparing agendas and information packets, and taking and transcribing minutes for assigned program committee. Coordinates location, food, AV 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 on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other information materials; prepares and processes reports, forms, and records; assists in preparations of departmental and program budgets. Establishes, maintains, tracks, and enters data into a variety of management information systems, including maintain physical and electronic files for the department. Designs and implements filing and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provide follow-up information to customer and staff inquiries; organizes and maintains various administrative, confidential, reference, and follow-up files and records for the Executive Director. Operates a variety of standard office equipment, including job-related computer hardware and software, applications, facsimile equipment, photocopiers, and multi-line telephones. Maintains department calendar. Updates website content. Ensures all documents meet established CSBA and department standards. Monitors and orders office and related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares requests for payment for department head approval. Analyzes procedures to improve program efficiency and effectiveness. 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 organizations timekeeping practices. Occasional overnight travel. Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES
This position has no supervisory responsibilities.

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. Experience providing administrative support to management, coordinating meetings, and planning special programs or events is desirable.