Facilities Assistant, Finance and Facilities

Schedule

This position is a fully onsite position based out of our West Sacramento office. This position is not eligible for a hybrid schedule.

Summary

Under the general supervision of the Director, Facilities; performs a variety of responsible and complex administrative, technical, and secretarial duties. Acts as the liaison with other departments, staff, outside vendors, 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 department. Good judgment is required to plan, prioritize, and organize diversified workload. Relies on experience and judgment to plan and accomplish goals; performs related work as required.

Essential Duties & Responsibilities

• Performs administrative, clerical, and customer service support for department activities and cross-departmental assignments.
• Composes, types, edits, and proofreads correspondence, reports, agendas, programs, brochures, and other materials; ensure all documents meet CSBA and department standards.
• Assists in developing meeting agendas; attend meetings; take, transcribe, and distribute meeting minutes; follow up on after-action items.
• Formats and prepares PowerPoint presentations and other communication materials.
• Collaborates with staff from other departments on projects, assignments, and requests.
• Answers incoming telephone calls, screen calls, and route to appropriate staff; assist with routine inquiries in accordance with CSBA and department policies.
• Organizes and implements administrative assignments and special projects; maintain accurate department records, schedules, reports, files, plans, databases, and confidential information; verifies data accuracy and research discrepancies.
• Assists with the planning, coordination, and logistics for meetings, conferences, special events, and webcasts, including location, food, transportation, accommodations, and presentation arrangements; provides on-site staff support as needed.
• Inputs information into databases; generates, downloads, and maintains reports, status updates, and checklists.
• Establishes, maintains, and updates physical and electronic filing systems and management information systems.
• Maintains department and conference room calendars.
• Tracks vendor projects and building maintenance tasks; receive and log facilities requests and coordinate building maintenance projects.
• Maintains office and building supplies; order replacements as needed.
• Maintains budget-related coding, copying, filing of invoices, and monitor activities related to the department budget.
• Assists with building cleanliness, recycling, waste management, and general maintenance tasks.
• Monitors, tracks, tests, updates, and maintains building safety and security equipment, including cameras, key fob access panels, keys, and lockdown mechanisms.
• Serves as backup to the front desk; greets visitors, staff, vendors, and community members; determines needs and provides information or referrals as appropriate.
• Operates a multi-line phone system and monitors voicemail.
• Receives, sorts, date-stamps, and distributes incoming mail, packages, invoices, and registrations; processes outgoing mail daily.
• Maintains office equipment and places repair requests with service providers as needed.
• Checks building for safety concerns and assists with maintaining a safe work environment.
• 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 a high school diploma or higher with major coursework in business administration or management related field with two (2) years of progressive, responsible administrative experience, preferably in human resources, education, or other non-profit settings; experience providing administrative support to management and coordinating meetings is desirable.
• Knowledge of the organization and functions of nonprofit organizations, boards, and commissions, and the mission and values of CSBA.
• Utilizes administrative principles and practices including business letter writing, report preparation, data collection, records management, and business mathematics and statistical techniques.
• Enforces building safety, security issues, and OSHA regulations and standards.
• Professional level of experience with computer applications including word processing, database entry and management, spreadsheets, mailroom equipment, and calendaring/scheduling programs.
• Knowledge of English usage, grammar, spelling, vocabulary, and punctuation.
• Exceptional customer service techniques for working effectively with the public, vendors, contractors, and staff.
• Ability to utilize basic hand tools and drill use.
• Ability to climb and work from a ladder.
• Business mathematics, statistical analysis and financial data management.
• Interprets and applies organizational policies, procedures and regulations.
• Performs accurate data entry, analysis and reporting.
• Communicates effectively and professionally in writing, in person and by phone.
• Prioritizes multiple tasks and meet deadlines under minimal supervision.
• Demonstrates strong critical thinking and problem-solving skills.
• Provides exceptional customer service and maintains professionalism under pressure.
• Makes quick, informed decisions in fast-paced or live event environments.
• Provide clear and responsive customer service to a variety of stakeholders.
• Organizes and maintains accurate records and filing systems.
• Proofreads and edits written materials for clarity, accuracy, and grammar.
• 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.
• Some safety considerations exist from exposure to hazardous physical substances, including cleaning solutions and paint.
• Must be able to perform simple manipulative tasks such as using hand tools and operating maintenance machinery.
• May be required to operate power carpentry tools, cleaning equipment, or paint sprayer.
• Ability to sit at a computer for extended periods, use office equipment and lift up to 50 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.
• Possession of, or ability to, obtain a valid California Driver’s license by time of appointment.
• 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?

• Opportunity to support the daily operations and facilities that enable CSBA’s mission-driven work serving education leaders across California.
• Exposure to a wide range of organizational functions through cross-departmental support and special projects.
• Collaborative and mission-driven work environment.
• Competitive salary and benefits package.

If you are an organized and service-oriented administrative professional with an interest in facilities support, operations, and event coordination, and a desire to contribute to a mission-driven organization, we encourage you to apply and join our team!

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.

CSBA’s operation hours are 8:00 a.m.– 5:00 p.m. CSBA currently offers a hybrid work schedule for eligible positions. CSBA is headquartered in West Sacramento.