Administrative Specialist

Kavaliro's client is seeking an Administrative Specialist for a temporary opportunity.  Under direction, provides support to the assigned administrator in all administrative matters and manages assigned special projects.


DUTIES:

• Any one position may not include all the listed duties, nor do all the listed examples include all tasks which may be found in the positions within this class. Job descriptions are written as a representative list of the ADA essential duties performed by the entire job classification.
• Monitors and coordinates supervisors’ calendar and appointments;
• Monitors all printed and electronic communications, drafting responses and/or determining and executing appropriate follow-up actions;
• Drafts correspondence, publications, agreements, contracts, and reports;
• Assists in planning and coordinating details of meetings, conferences, facilitations, or public hearings; Develops, prepares, and distributes notices, agendas and supplementary materials; schedules facilities and equipment; prepares minutes and follow up actions;
• Initiates and receives information for a variety of documents, including letters, memos, messages, news releases, flyers, programs, certificates, invitations, minutes of meetings, reports, agendas and various forms and charts;
• Monitors budgets and expenditures; Prepares online requisitions, monitors receipt of materials and invoices;
• Manage one or more special projects as assigned by supervising administrator;
• Plans, coordinates, and manages timelines related to assigned projects;
• Researches and utilizes a variety of source materials (CA Education, Government, and Election Code, legislation, state/county/district statistical information) for the preparation of reports, correspondence, and presentations;
• Assist in the development of project procedures, benchmarks, duties, schedules, deadlines, record-keeping, and deliverables as required, related to the overall administration of projects.
• Assists in responding to inquiries from districts, the public, community members, and community organizations.
• Keeps supervisor apprised of potential problems, issues, and concerns; analyzing and communicating the source of the problem.
• Perform related duties as assigned requiring essentially the same effort, skill, and responsibilities when work requirements are changed or modified.

MINIMUM QUALIFICATIONS:

• 4+ years of successful work experience of increasing responsibility and completion of a two-year college program resulting in an Associate’s degree or equivalent with an emphasis in public administration or a closely related field.
• Additional equivalent experience may bd substituted for college education year for year.
• Basic office methods, practices, and procedures;
• Accepted business English usage, spelling, grammar, and punctuation;
• Standard office equipment and software;
• Principles of budget development, preparation, and control;
• Standard human resource practices including effective supervisory methods and techniques;
• Effective organizational and communication strategies, including methods of communication between agencies served on a countywide, regional, and statewide basis;
• Techniques for planning, editing, and designing newsletters, brochures, reports, and other publications;
• Organizational policies, standards, guidelines, priorities, and direction to ensure projects are aligned with organizational objectives;Safe work practices.

• Operate computer, peripherals, and software used in administrative environments with proficiency;
• Prepare, document, and maintain accurate records and files;
• Plan, organize, prioritize, and track department work to meet deadlines and accomplish tasks within established timelines;
• Establish and maintain cooperative working relationships with those contacted during performance of job duties;
• Respond promptly to requests of internal and external clients; provide needed information, assistance, training, materials, and resources;
• Adapt work style to that of supervisor, anticipating and initiating actions to address supervisor’s needs in reoccurring situations;
• Maintain and improve professional skills and knowledge;

• Demonstrate cross-cultural knowledge, competence, and respect in all interactions;
• Interact inclusively, fostering a sense of dignity and belonging among all students and staff;
• Be flexible and receptive to change;
• Interact in a respectful manner that fosters a sense of dignity and belonging among all.
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SKILLS IN:

• Reading comprehension skills to interpret policies, administrative regulations, laws, and programs and accurately explain to others;
• Broad based research skills to identify and collect appropriate data, given minimal direction.
• Decision making skills to exercise independent thinking and good judgment;
• Effectively communicating with client personnel, school districts, other agencies, the public and news media demonstrating tact, diplomacy, and sensitivity to individual concerns;
• Communication (written, oral, and interpersonal), analytical, report-writing, problem-solving, presentation, public relations, strategic planning, organizational and project/time management skills.
• Initiating contacts with persons of substantially senior positions, public officials, or prominent citizens on matters requiring explanation, discussion, and obtaining cooperation or approval.

Kavaliro provides Equal Employment Opportunities to all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Kavaliro is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Kavaliro will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please respond to this posting to connect with a company representative.