Administrative Specialist, Member Services (Project Management)

SUMMARY
Under the supervision of the Chief, Member Services, performs a variety of responsible and complex administrative, technical and secretarial duties. Acts as a liaison with other departments, staff, outside agencies 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; and performs related work as required.

ESSENTIAL DUTIES & RESPONSIBILITIES

Provides administrative support for department activities; composes, types, edits and proofreads a variety of documents; assists in developing agendas; attends both in-person and virtual meetings; takes, transcribes and distributes meeting minutes; follows-up on after-action items; prepares programs and brochures; formats PowerPoint presentations, etc.
Creates, edits, proofreads and copies event materials; ensures documents and materials meet established CSBA and department standards.
Coordinates printing, shipping, receipt of and tracking of training and conference materials; monitors and tracks marketing pieces.
Collaborates with staff from other departments on projects and assignments.
May be assigned administrative support duties across multiple departments.
Answers incoming telephone calls for the department, screens calls and refers to proper person for action; assists directly with routine inquiries within CSBA and department policy.
Maintains department calendar.
Updates website content.
Assists with the planning, coordination and production of meetings, events and webcasts.
Assists with the set-up, onsite support and breakdown of events.
Coordinates location, food, transportation, accommodations and presentation arrangements for events as appropriate.
Coordinates, tracks and routes vendor contracts and invoices for approval and payment.
Establishes, maintains, tracks and enters data into a variety of management information systems; maintains physical and electronic files for the department, including conference and business affiliate records.
Assists with the creation, execution and data analysis of surveys.
Generates status reports and checklists as appropriate.
Receives sorts, date stamps and distributes incoming mail as appropriate.
Maintains office supplies and orders for replacements as needed.
Maintains budget related coding, copying and filing of invoices as needed; Monitors activities related to the department budget.
Assists Program Manager with tracking affiliate spending.
Uses and operates standard office equipment.
Occasional overnight travel.

Reads and demonstrates an understanding and adherence to CSBA values, policies, and practices.
Demonstrates respect, honesty and professionalism at all times.
Adheres to an established work schedule and the organization's timekeeping practices.

Promotes the mission and values of the Association through portrayal, living, modeling, and exhibiting the Association's values of integrity, collaboration, excellence, accountability, innovation, respect, and service; uses tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines.
Establishes, maintains and fosters positive and effective working relationships with those contacted while performing duties and responsibilities.
Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

EDUCATION & EXPERIENCE

Any combination of training and experience equivalent to an associate degree or higher with major coursework in business administration, management, finance, accounting, or related field with three (3) years of progressive, responsible administrative experience, preferably in education, legislative, or other non-profit settings. Experience providing administrative support to management, coordinating meetings and planning special programs or events is desirable.