Administrative Assistant - Training

Description

California School Employees Association

Administrative Assistant - Training Department

Definition

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

The California School Employees Association (AFL-CIO) represents over 250,000 classified school employees who work in 750 school districts in California, making it the largest independent classified school employee union in the country. Our members are paraeducators, administrative and clerical workers, food service, bus drivers, groundskeepers, and maintenance and trades.  Our mission is to improve the lives of our members, students and community.  We are dedicated to fighting for income equality, affordable healthcare, quality education, and secure retirements for our members.  As CSEA is nearing its 100th year, we are proud to continue operating as an organization with a strong purpose, that is stable and offers generous benefits to our employees.  

Distinguishing Characteristics

An incumbent in the position of Administrative Assistant, Training, is required to work independently, exercising sound judgment and initiative.

The incumbent must be flexible and demonstrate a considerable degree of independent judgment in various tasks such as analyzing situations, identifying problems, drawing valid conclusions, and developing effective solutions. 

Note – This position also supports our Information Systems Department.

Examples of Important Responsibilities and Duties -- Important responsibilities and duties may include, but are not limited to, the following:

• Coordinates and schedules requests for training, including staff and member trainer assignments.
• Creates, sends, and monitors Action Network communication, training, and event surveys.
• Creates class rosters, registers attendees, processes, and tracks release time.
• Prepares and monitors work orders. 
• Plans and prepares for meetings, activities, trainings, programs, and events.
• Manages logistics and tracks workflow for events or projects.
• Monitors schedule of content revisions (Publications, training content).
• Coordinates and maintains calendars and schedules, including meeting room requests.
• Observes, and assists with presentations.
• Sets up courses within Learning Management System (LMS) based on content developed by others. 
• Coordinates and arranges travel and housing with Member Benefits Department.
• May work with vendors for placing ads or development of educational materials and training costs.
• Prepares invoices, processes expense claims.
• Coordinates catering for meetings and events.
• Manages and maintains inventory and supplies.
• Assists in coordinating the procurement of IT equipment.
• Maintains an inventory of IT assets and tracking their usage.
• Monitors department budget spending.
• Creates and maintains office files.
• Sorts, reads, and distributes incoming material.
• Copies, collates, files, ships materials.
• Writes correspondence, prepares reports.
• Operates PCs, software and database programs.
• Assists in day-to-day activities of the department.
• Relieves administrative staff at the front desk.
• Performs other duties as assigned.
• Tracks time off entries in Paycom/HRIS database.
   

Qualifications

Knowledge of

• Association policies, practices, and procedures.
• Scheduling and calendaring procedures and guidelines.
• Modern administrative and office management procedures and methods.
• Microsoft Office systems.
   

Ability to

• Establish and maintain good relationships with others.
• Work cooperatively and independently.
• Manage multiple projects simultaneously.
• Provide administrative support of IT projects.
• Instruct and train administrative personnel.
• Exercise sound judgement.
• Demonstrate initiative. 
• Be flexible and adaptable.
• Analyze situations or problems and proactively adapt effective courses of actions.
• Handle difficult situations with diplomacy and tact.
• Remain calm and think clearly under pressure.
• Compose original correspondence and reports.
• Handle confidential information.
• Learn and use Association databases and software.
• Perform arithmetic, write, spell and use appropriate grammar and punctuation.
• Communicate clearly and concisely.
• Travel occasionally, work evenings and weekends when necessary.

Experience and Training Guidelines - Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be: 

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.

*For clarity, the term "Training Department" is used in this posting in place of "MESD Department" (Member Education and Staff Development).

The salary range for the Administrative Assistant - Training/IS is $63,966 – $79,243.  Starting salaries are typically at the first step on our salary range, although consideration may be given for candidates with exceptional qualifications and experience.  Additional benefits include 18 paid holidays, 3 weeks’ vacation, medical benefits for you and your family, life insurance coverage, a pension plan, and a 401(k) plan.

Only applications made on our website will be considered.  To apply for the position, go to: www.csea.com/careers, upload your resume and write a cover letter to tell us why you’re passionate about improving lives, with an example of how you provide excellent customer service.

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

Salary : $63,966 - $79,243