Administrative Specialist, Communications

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.

Summary

We are seeking a highly organized and detail-oriented administrative professional to provide comprehensive support to the Communications Department. Under the general supervision of the Chief, Communications, the Administrative Specialist performs a wide variety of complex administrative, analytical, and office support duties requiring thorough knowledge of the department, its procedures, and operational details.

The Administrative Specialist supports management and departmental staff; serves as ‘host’ for CSBA webinars; maintains department databases, calendars, and website content; and composes and prepares correspondence using considerable judgment in content and style. The role also provides support for budgets, contracts, special events, research projects, and department programs, while delivering high-quality customer service to member agencies and the public. This position requires professionalism, discretion, independent judgment, and adherence to CSBA values; performs related duties as assigned.

Essential Duties & Responsibilities

• Performs a variety of administrative, analytical, and customer support activities for the Communications department and related services.
• Provides administrative support for Association databases and information systems, including but not limited to updating mailing lists regularly.
• Coordinates official CSBA webinars ensuring timely promotion and ‘day-of’ hosting support.
• Maintains department calendar and supports scheduling needs, including but not limited to, managing travel accommodations for team events and conferences.
• Submits website content and ensures all documents and PowerPoints meet established CSBA and departmental brand standards.
• Participates in the development and administration of program budgets, including but not limited to postage meter management for CSBA Publications.
• Maintains and supports department inventory, including but not limited to inventory and sales related to the CSBA Bookstore.
• Maintains department YouTube and Vimeo video libraries, including but not limited to uploading content and posting in conjunction with other project tasks.
• Organizes and executes on administrative assignments and special department projects; maintains accurate records, files, reports, schedules, and confidential information; verifies and researches discrepancies.
• Researches, compiles, organizes, and analyzes information for reports, publications, newsletters, and special projects; prepares and processes analytical and technical documents, contracts, policies, and procedures.
• Addresses inquiries, concerns, and complaints from member agencies and the public; researches issues and ensures timely and satisfactory resolutions.
• Provides administrative support to department activities, including composing correspondence, preparing agendas, attending meetings, taking and distributing minutes, and following up on action items.
• Receives, investigates, and responds to complex and sensitive inquiries.
• Develops, reviews, and verifies forms, contracts, and materials for completeness and compliance with policies and procedures.
• Assists with formatting and customizing content for correspondence, reports, presentations, manuals and marketing materials, including but not limited to ‘Know Before You Go’ emails.
• Assists with logistical coordination and implementation of programs, events, and training activities; administers event registration.
• Operates standard office equipment and related technology.
• May be assigned administrative support duties across multiple departments.
• Demonstrates adherence to CSBA values, policies, timekeeping practices, and professional standards.
• 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 nonprofit settings.
• Experience supporting management and knowledge of website and digital content management, communication and editorial standards and office operations is desirable.

Knowledge of

• Modern office administrative and secretarial practices and procedures, including standard office equipment and software applications.
• Nonprofit organization structure, boards, commissions, and CSBA mission and values.
• Applicable federal, state, and local laws and regulations.
• Business writing, report preparation, data collection, recordkeeping, and basic mathematical and statistical techniques.
• Excellent usage of English grammar, spelling, vocabulary, and punctuation.
• Business mathematics, statistical analysis and financial data management.
• 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.
• Interpret and apply policies and procedures; perform research, analysis, and reporting; and maintain accuracy in data and documentation.
• Proofread and edit communications effectively.
• Diagnose and troubleshoot event set up and registration issues.
• Manage multiple priorities, organize work, meet deadlines, and support projects across departments.
• Communicate clearly and effectively in writing, in person, and by telephone.
• Work independently and collaboratively while maintaining professionalism, sound judgment, and discretion.
• 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.
• Follow organizational health and safety guidelines and practices.

Environmental Elements & Physical Demands

• The office environment is primarily sedentary, in a controlled office environment with moderate noise levels and no direct exposure to hazardous physical substances.
• Ability to sit at a computer for extended periods, use office equipment and lift up to 25 pounds.
• Must be able to bend, stoop, kneel, reach, push, and pull drawers open and closed in the execution of their duties.
• Ability to occasionally travel is required for conferences, training, workshops and meetings throughout California, including overnight stays.
• Occasional overtime, including evenings, weekends and holidays, may be necessary based on event schedules.
• Employee is personally responsible for following health and safety guidelines, instructions and policies.

Why Join CSBA?

• Be part of a mission-driven organization that supports California’s public education system through effective communication and high-quality programs.
• Work in a collaborative, professional environment that values teamwork, service, and continuous improvement.
• Contribute to impactful communications, programs, and services that inform and support member agencies and stakeholders.
• Join a team that promotes the values of integrity, collaboration, excellence, accountability, innovation, and respect.
• Competitive salary and benefits package.

If you are a detail-oriented administrative professional with strong communication and organizational skills who thrives in a dynamic environment, we encourage you to apply and contribute to the Communications team at CSBA.

Benefits

At CSBA, we proudly offer competitive compensation and benefits, including medical, dental and vision coverage for employees and dependent children, insurances and California Public Employees Retirement System (CalPERS), and more:

• Comprehensive medical, dental and vision plans: MedicalKaiser 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 December 25 and January 1 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