Administrative Assistant - Field Operations

California School Employees Association

Administrative Assistant - Field Operations

We are seeking an Administrative Assistant for our Field Operations Department at Headquarters located in San Jose, CA.

DEFINITION
Under general direction, responsible for independently performing a wide range of difficult fiscal, analytical, technical, and administrative functions for the Director of Field Operations and the Assistant Director of Field Operations, including but not limited to maintaining the integrity of AB119 data, administering and coordinating field operations, activities, and services; coordinating, planning and preparing for department meetings, activities, trainings, programs, and events. Coordinates and maintains the master calendar for the Field Operations Department. Develops and maintains complicated databases. Assists in preparation and monitoring of budgets.

DISTINGUISHING CHARACTERISTICS
An incumbent in the position of Administrative Assistant is required to demonstrate considerable ability in handling and coordinating a wide range of difficult fiscal, analytical, technical, and administrative functions with a high degree of organization, efficiency and accuracy. The Administrative Assistant assists the Director of Field Operations and the Assistant Director, Field Operations in executing the responsibilities of field operations services and activities and is required to demonstrate a considerable degree of independence, initiative, critical thinking and good judgment in carrying out duties, analyzing data and situations, identifying problems, drawing valid conclusions and developing effective solutions. Consequence of error in judgment may be critical to members, the departments and their programs, and to CSEA, both internally and externally. An incumbent in the position is required to have the ability to effectively and professionally coordinate and maintain effective office procedures and processes, and to communicate effectively on both a business and technical platform with all levels of staff. Job assignment priorities are determined by the Director, Field Operations and the Assistant Director, Field Operations.

EXAMPLES OF DUTIES

Provides administrative assistance to the Director, Field Operations and Assistant Director, Field Operations in carrying out a wide variety of administrative responsibilities; develops and maintains AB119 data, reports, and spreadsheets; receives, logs, formats and verifies electronic files to update database; Performs AB119 data entry, verification and validation; ensures data accuracy and consistency; identifies and reconciles reporting errors. Coordinates and administers department programs, activities and services; coordinates, plans, and prepares for department meetings, activities, trainings, programs, and events, to include, but not be limited to, Member Intern Program, Organizing Institute; may coordinate and maintain master calendar for the Field Operations Department; assists members and staff in understanding and interpreting Association policies, procedures, laws and regulations, and refers inquiries as appropriate; responds to sensitive requests for information and assistance; independently composes, or responds to, correspondence of a routine nature; takes, edits, and produces minutes of meetings; initiates and maintains records and correspondence for the Director, Field Operations and Assistant Director, Field Operations, and prepares monthly updates on a variety of field operations, organizing, and research programs and projects; prepares monthly Board Report on organizing issues; prepares required and/or requested special reports; assists in preparation and monitoring of department budgets; maintains other financial records and confidential files; reads publications, regulations and directives, including legal documents, and takes appropriate action; coordinates and maintains effective office procedures and work flow; arranges and/or coordinates all travel, facility and housing requirements for department staff meetings and for the Director, Field Operations and Assistant Director, Field Operations; approves and tracks expenses for designated campaigns as directed by the Director, Field Operations and Assistant Director, Field Operations; assists with the coordination of all key political campaigns assigned to the department. tracks member and staff activities for campaigns assigned to the department to ensure compliance with campaign finance laws; keeps accurate financial records pertaining to the activities of member organizers and project organizers; coordinates administrative and expense forms and advance voucher documentation for processing; reviews Activity Report forms for completeness and accuracy; on a statewide basis, maintains contracts and budget analysis requests and forwards for approval, processing and archiving; maintains the Contracts on File database for statewide use; initiates and maintains statewide records to track "Red/Yellow Flag" chapters, organizing projects including the statewide Site Rep Recruitment and Training Project, contract campaigns, internal and external organizing campaigns, activities of Contract Action Teams, School Board Rehabilitation Team, and Field Office Project Team; manages and maintains inventory of promotional items designated for departmental use. Assumes other responsibilities and assignments as requested by the Director, Field Operations and Assistant Director, Field Operations.

MINIMUM QUALIFICATIONS

Basic knowledge of:

• Association structure, policies, operating procedures, and practices;
• Campaign Finance Regulations;
• Association Regulations regarding Chargeable and Non-Chargeable campaign costs;
• principles, procedures and techniques of research and investigation;
• principles of work flow and organization;
• letter and report writing;
• appropriate English usage, spelling, vocabulary and mathematics;
• Association's current personal computer software applications, including but not limited to, Word, Excel, Outlook, Access, PowerPoint and Sharepoint;
operation and utilization of complex databases.

Ability to:

• effectively coordinate and administer a wide variety of services and programs for the Director, Field Operations, and the Assistant Director, Field Operations;
• learn and interpret specific rules, laws and policies, and apply them with good judgment in a variety of procedural situations;
• demonstrate initiative and exercise independent judgment in the performance of duties;
• analyze administrative problems and make recommendations for changes and/or improvements;
• interpret and explain CSEA policies and procedures to members and staff;
• instruct and train secretarial/clerical personnel;
• establish and maintain good relationships with all levels of CSEA members, administrators, staff, and representatives of outside agencies;
• advise and guide others in reaching solutions to problems;
• handle difficult situations with diplomacy and tact;
• remain calm and think clearly under pressure;
• operate office machines, including computer/data entry equipment;
• type accurately at a speed of not less than 6570 wpm;
• compose original correspondence and reports;
• make arithmetical calculations and spell correctly;
• prepare and present clear, concise and complete reports;
• handle confidential information efficiently and with complete security;
work cooperatively with other CSEA departments, field offices and outside agencies.

EDUCATION

Equivalent to graduation from college.

EXPERIENCE

Three (3) years of increasingly responsible experience in performing difficult and complex administrative work. Additional appropriate experience may be substituted for educational requirement on a year for year basis.

TO APPLY:

Go to www.csea.com/careers, upload your resume and write a cover letter that that explains your qualifications, interest and career goals. Only applications on our website will be considered.

Questions? Contact HR at HREmail@csea.com. Please do not send resumes or other documents to this email.

CSEA is proud to be an equal opportunity employer, committed to building and supporting a diverse workforce.

This is a non-exempt position under the Fair Labor Standards Act.

EOE/AA