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California School Boards Association · 1 day ago

Facilities Assistant, Finance and Facilities

West Sacramento, CA

Full-time

Onsite

Entry Level

$20/hr - $25/hr

2+ years exp

California School Boards Association is seeking a Facilities Assistant to perform a variety of administrative, technical, and secretarial duties. The role involves acting as a liaison with departments and outside vendors, providing clerical support, and assisting with meeting coordination and logistics.

Hiring Manager

Katie Riordan

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

Limited vacation permitted during peak periods

Performs other duties as assigned

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

Qualification

Administrative supportCustomer serviceData entryReport preparationRecords managementMicrosoft OfficeBusiness mathematicsCommunication skillsCritical thinkingProblem-solving

Required

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

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

Benefits

Comprehensive medical, dental and vision plans: Medical through Kaiser (Platinum HMO plan) and Blue Shield (Platinum HMO, Silver PPO, and HDHP with HSA).

Dental - Delta Dental

Vision – VSP

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