Administrative Specialist, Facilities

Sacramento Native American Health Center, Inc; West Sacramento (CA); Hybrid; USD 57,308,160 - 65,904,384; Full time

Benefits offered by this job

Hybrid work schedule

Paid Time Off

Sabbatical program

Travel reimbursement

Job summary

CSBA, West Sacramento-based nonprofit, seeks a detail-oriented Administrative Specialist to support the Facilities Director and front desk operations.

You will manage calls, mail, records, and events, coordinate calendars, prepare materials, and assist with reports and vendor coordination. A strong customer-service mindset and 3 years of progressive admin experience in nonprofit settings are preferred.

Qualifications

• Associate degree or higher and 3 years of progressive administrative experience in non-profit settings preferred.
• Thorough knowledge of office procedures and business mathematics.
• Strong written and verbal communication with high-level customer service.

Responsibilities

• Serve as primary front desk contact, greet visitors, answer phones, and handle inquiries.
• Support Director, Facilities with administrative tasks, records, calendars, and meetings.
• Coordinate with departments, prepare documents, and maintain filing and databases.
• Assist with event coordination, budgets, and vendor communications as needed.

Skills

Office administration

Data entry

Customer service

Communication

Education

Associate degree or higher in business administration or related field

Tools

Word processing

Databases

Spreadsheets

Calendaring

Office equipment

Job description

Base Pay: $20.00 - $23.00 / Hour

Employee Type: FT Non-Exempt

Schedule

This is an onsite position based out of our West Sacramento office, Monday – Friday 8:00 a.m. – 5:00 p.m.

Summary

Under the general supervision of the Director, Facilities, provides a variety of administrative and office support duties of considerable complexity requiring thorough knowledge of the department, its procedures and operational details. Supports CSBA’s front desk, answers phones, greets visitors, staff, vendors, and members of the community; performs clerical duties including typing, filing, mail processing, and inventory management; coordinates with other departments as needed.

• Performs administrative, clerical, analytical, and customer service support for internal departments and external stakeholders.
• Serves as the primary front desk contact, receiving and screening visitors, phone calls, emails, and mail; provides information regarding Association policies and procedures or refers inquiries to appropriate departments.
• Provides direct administrative support to the Director, Facilities.
• Maintains department records, schedules, reports, files, databases, and confidential information.
• Prepares documents and materials; ensures documents meet CSBA and department standards.
• Maintains and creates monthly inventory reports for office supplies.
• Prepares presentations and informational materials; coordinates calendars and meetings; attends meetings; takes minutes as needed.
• Assists callers with information or directs them to appropriate departments for online registration, travel, and accommodation information for webinars, trainings, and meetings.
• Supports Association databases and information systems; inputs data and generates reports.
• Assists with event coordination and logistics for meetings and conferences, including location, food, AV, transportation, and accommodations.
• Monitors event-related budgets and negotiates contracts in support of events; provides on-site staff support as needed.
• Maintains filing systems and management information systems, both physical and electronic.
• Performs general clerical duties including document creation and modification, scanning, filing, mail processing, and record maintenance.
• Receives, sorts, dates, and distributes incoming mail and deliveries; processes outgoing mail daily.
• Maintains conference room reservation schedules.
• Receives and logs Facilities requests; coordinates building maintenance with vendors as needed.
• Maintains internal phone lists; coordinates repair services for office equipment as needed.
• Monitors and orders office supplies; processes purchase requisitions and vendor invoices for approval.
• Participates on the Safety Committee; assists with building safety checks and safety concerns.
• Updates website content as assigned and analyzes procedures to improve efficiency.
• May provide administrative support across multiple departments.
• Demonstrates adherence to CSBA values, policies, timekeeping practices, and professional standards.
• Works occasional overtime, evenings, weekends, and holidays; limited vacation during peak periods such as board meetings, conferences, and events.
• Performs other duties as assigned.

Qualifications

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; three (3) years of progressive, responsible administrative experience, preferably in education, legislative, or other non-profit settings.

Knowledge

• Modern office administrative and secretarial practices and procedures.
• Business writing, report preparation, data collection, records management, and standard business mathematics and statistical techniques.
• Building safety, security issues, and OSHA workplace regulations.
• Computer applications including word processing, databases, spreadsheets, calendaring, and standard office equipment.
• English usage, grammar, spelling, and punctuation.
• High-level customer service to the public, vendors, contractors, and staff.
• Standard office practices, software and equipment; business mathematics and data management.

Ability

• Provide administrative support to management, coordinate meetings, and plan events as needed.
• Interpret and apply organizational policies and procedures.
• Perform accurate data entry, analysis, and reporting.
• Communicate effectively in writing, in person, and by phone.
• Prioritize multiple tasks and meet deadlines with minimal supervision.
• Demonstrate critical thinking and problem-solving; provide high-quality customer service under pressure.
• Make quick, informed decisions in fast-paced environments.
• Maintain accurate records and filing systems; proofread and edit materials for clarity and accuracy.
• Follow health and safety guidelines and practices.

Environmental Elements & Physical Demands

• Office environment is sedentary with moderate noise; ability to sit at a computer for extended periods and lift up to 25 pounds.
• Ability to bend, stoop, kneel, reach, push, and pull drawers as part of duties.
• Occasional travel including overnight stays for conferences, trainings, and meetings throughout California.
• Occasional overtime, including evenings, weekends, and holidays, may be necessary based on event schedules.
• Employees must follow health and safety guidelines and policies.

Benefits

• Medical, dental, and vision coverage; CalPERS; and other benefits.
• Hybrid work schedule: minimum three days in-office in West Sacramento and two days remote.
• Paid Time Off: vacation, floating holidays, separate sick leave, holiday schedule, and December office closure with paid days.
• Sabbatical program for eligible employees; CalPERS retirement options; life, AD&D, and disability insurance; 457 plan; FSA; EAP; employee discounts; learning and development opportunities; and travel reimbursement.

CSBA’s operation hours are 8:00 a.m. – 5:00 p.m. The organization is headquartered in West Sacramento with a hybrid work schedule for eligible positions.

About CSBA

The California School Boards Association is a nonprofit education association representing governing boards over public school districts and county offices of education. With nearly 1,000 member educational agencies statewide, CSBA advocates for policies that support the education and well-being of California’s students. CSBA provides policy resources and training and represents statewide interests through legal, political, legislative, community, and media advocacy.

CSBA employees are committed to integrity, collaboration, accountability, respect, excellence, service, and innovation, guiding the organization toward its goals.

Apply Today

If you are an experienced administrative professional with strong customer service skills and a passion for supporting operations and facilities, apply to join our team.

Equal Opportunity Employer

CSBA is an equal opportunity employer. It does not discriminate based on any characteristic protected by state or federal law. Equal employment opportunity will be extended to all persons in all aspects of the employer/employee relationship.

E-Verify

This employer participates in E-Verify and will provide Form I-9 information to verify authorization to work in the U.S. If E-Verify cannot confirm employment eligibility, the employer will provide instructions and allow resolution with DHS or SSA before any action is taken. E-Verify may be used after a job offer is accepted and Form I-9 is completed.