Administrative Specialist, District and County Office of Education Legal Services

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 Legal Services Department. Under the general supervision of the Chief Legal Counsel, District and County Office of Education Legal Services, the Administrative Specialist performs a wide variety of complex administrative, secretarial, and office support duties requiring thorough knowledge of the Association, department programs, procedures, and operational details.

The Administrative Specialist supports attorneys and departmental staff; updates and maintains the online Legal Resource Library and document databases; 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 assists with assignments related to administration of budgets, contracts, research projects, and department programs. The role requires professionalism, discretion, independent judgment, and adherence to CSBA values; performs related duties as assigned.

Essential Duties & Responsibilities

• Provides comprehensive administrative support to the department, attorneys, and Chief Legal Counsel.
• Drafts, composes, types, edits, and proofreads a variety of documents including correspondence, reports, manuals, articles, announcements, programs, brochures, and marketing materials.
• Develops meeting agendas; attends meetings; takes, transcribes, and distributes meeting minutes; follows up on after-action items.
• Gathers, organizes, posts, updates, and maintains documents for the online Legal Resource Library and document database.
• Updates and maintains client database (Clio) and other Association databases and information systems.
• Inputs information into databases; generates and downloads reports; maintains physical and electronic filing systems; designs and implements record-keeping systems.
• Processes and tracks invoices, reimbursements, expenses, purchase requisitions, and travel claims; assists Chief in development and administration of program budgets; coordinates with Accounting staff to ensure prompt and accurate payments; may generate financial reports as needed.
• Receives and screens visitors, telephone calls, emails, and mail; refers inquiries appropriately; provides information and guidance to staff, stakeholders, and the public regarding departmental and Association policies and procedures; identifies and resolves complaints and problems when appropriate.
• Coordinates and maintains multiple calendars; schedules meetings, seminars, conferences, training events, and appointments; makes travel arrangements and coordinates logistics including location, food, transportation, accommodations, and presentation arrangements.
• Prepares agendas and information packets for committees and program meetings; acts as meeting or committee secretary as assigned.
• Organizes, researches, compiles, and analyzes information and data from various sources; prepares and processes reports, forms, and records; performs standard mathematical and statistical tabulations.
• Updates website content and ensures all documents meet established CSBA and department standards.
• Monitors and orders office supplies; receives vendor invoices; prepares requests for payment for department head approval.
• Assists in monitoring legislative issues that may impact CSBA programs and coordinates with staff to develop and update policies.
• Maintains working relationships with community agencies and organizations.
• Demonstrates continuous effort to improve operations, streamline processes, and provide quality service.
• 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.
• May be assigned administrative support duties across multiple departments.
• Demonstrates adherence to CSBA values, policies, professionalism standards, and timekeeping practices.
• Works occasional overtime, evenings, weekends, and holidays as needed.
• Infrequent overnight travel to staff off-site functions.
• Limited vacation permitted during peak periods.
• Performs other duties as assigned.

Qualifications

• 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.
• Utilizes modern office administrative and secretarial practices and procedures, including use of standard office equipment.
• Knowledge of business letter writing, report formatting and preparation, data collection, information management, recordkeeping principles and procedures, and business mathematics and statistical techniques.
• Proficient in standard data entry practices.
• Knowledge of basic accounting principles and procedures for budget tracking.
• Computer applications related to the work, including MS Office365, Word, Excel, Outlook, SharePoint, and Teams.
• Professional English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing high-level customer service to the public, vendors, contractors, and Association staff.
• Knowledge of organization and function of nonprofit organizations, boards, and commissions; the mission and values of CSBA.
• Knowledge of applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to the assigned area of responsibility.
• Compiles, proofreads, and revises drafts of legal documents and reports.
• Accurately completes tasks and follows department procedures without reminders.
• Interprets, applies, and explains administrative and departmental policies and procedures.
• Composes correspondence and reports independently or from brief instructions.
• Conducts research, analyzes and summarizes findings, and performs accurate mathematical, financial, and statistical computations.
• Enters and retrieves data with sufficient speed and accuracy.
• Organizes and prioritizes multiple projects and tasks; meets critical deadlines; and works independently with general supervision.
• Maintains databases including CRM, POS, and online library systems.
• Communicates effectively in person, by telephone, and in writing.
• Works independently and collaboratively as part of a hybrid team based out of CSBA headquarters.
• Follows organizational health and safety guidelines and practices.
• 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.
• Limited vacation during peak periods.
• Ability to occasionally travel is required for conferences, training, workshops and meetings throughout California, including overnight stays.
• Occasional overtime, including evenings, weekends and holidays.
• Employee is personally responsible for following health and safety guidelines, instructions and policies.

Why Join CSBA?

• Be part of a mission-driven organization dedicated to integrity, collaboration, excellence, accountability, innovation, respect, and service.
• Support the important work of the Legal Services Department serving school districts and county offices of education.
• Contribute to high-quality programs, resources, and services that impact educational governance and policy.
• Work in a collaborative, professional environment that values teamwork and continuous improvement. Competitive salary and benefits package.

Apply today if you are a highly organized, detail-oriented professional who thrives in a fast-paced environment and takes pride in providing exceptional administrative support. Join CSBA and contribute your expertise to a team committed to service, excellence, and advancing public education.

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.