Administrative Assistant - Governmental Relations
Sacramento, CA
Full Time
Mid Level
The Administrative Assistant performs administrative duties in direct support of the Association of California School Administrators' (ACSA's) Governmental Relations department, ACSA members, legislators and members of other governing bodies as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the Senior Director of Governmental Relations (Senior Director). Methods of performing tasks are outlined or explained in general terms and supervisor reviews work at regular intervals upon completion.
ESSENTIAL DUTIES & RESPONSIBILITIES
Performs administrative duties in direct support of the Senior Director, Governmental Relations and department staff:
Working Conditions
Requires frequent sitting, standing, walking, talking and hearing in a standard office setting. Specific vision abilities required by this job include close vision to read printed materials and a computer screen with ability to adjust focus. Position entails repetitive hand movements required for work on a computer keyboard, telephone, copier and other office equipment. Occasional reaching, twisting, and packing materials may be required. May occasionally lift and/or move up to 25 pounds. The noise level in the work environment is usually moderate. Infrequent travel may be required by land or air
Knowledge of:
Ability to:
MINIMUM QUALIFICATIONS
EXPERIENCE, TRAINING AND EDUCATION
Any combination of experience and training equivalent to:
Training/Education:
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the Senior Director of Governmental Relations (Senior Director). Methods of performing tasks are outlined or explained in general terms and supervisor reviews work at regular intervals upon completion.
ESSENTIAL DUTIES & RESPONSIBILITIES
Performs administrative duties in direct support of the Senior Director, Governmental Relations and department staff:
- Provides direct administrative support for the Senior Director, including maintaining calendar and scheduling, handling event registrations and travel arrangements, expense reporting, and general clerical assistance.
- Serves as the first point of contact for ACSA member inquiries related to advocacy
- Tracks departmental speaking and presentation requests and works with the Senior Director to ensure coverage.
- Maintains the Governmental Relations calendar and ensures key events and legislation deadlines are accurately reflected for the Association and for GR department employees. May also assist with ACSA event scheduling, including Legislative Action Day.
- May welcome and direct visitors, calls, emails, and mail relevant to the department. Uses appropriate knowledge to provide guidance and assistance.
- Provides conference and event support for department staff, including booking registrations, securing materials, and coordinating travel as requested.
- Organizes and maintains Google Drive and Share Point on behalf of the department.
- Working with ACSA Marketing and Communications staff, supports website updates for the Governmental Relations department.
- Orders and manages office supplies on behalf of the department.
- Reviews news clips and circulates notable articles to the team.
- Provides logistical and administrative support for meetings, including team meetings and events. May entail securing locations and catering, assisting with scheduling, developing and distributing materials, taking minutes, and providing onsite logistical support.
- Serves as primary point of contact for assigned Council Presidents, supporting the development of meeting agendas, hosting both in-person and virtual meetings, ensuring minutes are taken and circulated, ensuring completion of annual Council tasks, and assisting with travel reimbursements.
- Performs other duties as assigned.
Working Conditions
Requires frequent sitting, standing, walking, talking and hearing in a standard office setting. Specific vision abilities required by this job include close vision to read printed materials and a computer screen with ability to adjust focus. Position entails repetitive hand movements required for work on a computer keyboard, telephone, copier and other office equipment. Occasional reaching, twisting, and packing materials may be required. May occasionally lift and/or move up to 25 pounds. The noise level in the work environment is usually moderate. Infrequent travel may be required by land or air
Knowledge of:
- Intermediate proficiency in Microsoft Office Suite including Word, Excel, PowerPoint and Outlook, Adobe Acrobat, bill tracking software and web-based databases.
- Record-keeping principles and procedures.
- English usage, spelling and capitalization and sentence structure.
- Business letter writing.
Ability to:
- Understand the organization of the Association and its relationship to outside agencies as necessary to assume assigned responsibilities.
- Work independently, set priorities and exercise independent judgement.
- Multi-task and work with time sensitive deadlines.
- Analyze situations carefully and implement effective courses of action.
- Interpret and apply program policies and procedures.
- Exhibit strong human relations skills to maintain confidential information.
- Establish and maintain effective working relationships with members of the association, the general public, other staff, and work as a team member.
- Communicate effectively, both orally and in writing.
- Accurately type.
- Learn new software (ex. Google Drive, website content management tools).
- Compile detailed information, maintain extensive records and prepare reports in an organized and timely fashion.
MINIMUM QUALIFICATIONS
EXPERIENCE, TRAINING AND EDUCATION
Any combination of experience and training equivalent to:
Training/Education:
- An associate’s degree or higher with major coursework in business administration or related field;
- Two to three years of progressive administrative experience, preferably in education, legislative or other non-profit settings.
Pay for this position ranges from $25.19 to $28.46 per hour based on a 37.5-hour workweek.
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