Administrative Assistant

Administrative Assistant

The Santa Barbara County Education Office is hiring for two Administrative Assistant positions to support two distinct program areas. Please review the program overviews below and select your preference(s):

Student Events Team:
Supports countywide academic events and competitions for students across Santa Barbara County (e.g. Spelling Bee, Battle of the Books, Author-Go-Round).

Note:

This role requires working one Saturday per year to provide on-site event support, which will be paid as overtime.

School and District Support Team:
Provides support to local education agencies in the areas of program implementation, continuous systems improvement, and accountability. The team hosts networks, customizes professional learning, and provides data, coaching, plan development support and review.

Which program area(s) are you interested in being considered for?

• Student Events Team only
• School and District Support Team only
• Both

* Required Question

Our ideal candidate is a dependable, punctual, caring professional, with excellent communications skills who uses tact, patience, and courtesy in a culturally sensitive manner. You can prioritize tasks and are motivated to complete work with minimal supervision. You take initiative to support the goals of the organization and the manager to whom you report. You are committed to providing the best service available to the Santa Barbara County Education Office, school districts, and students.

Perform a wide variety of advanced and complex office duties and administrative support functions. Employees in this position assume major responsibility for providing and maintaining current information about the County Education Office policies, rules, regulations and procedures, programs, and functions.

Plan, organize, perform and train others in clerical, office and administrative support functions related to the activities and operations of the assigned program, division or department.

Serve as a primary source of information regarding the Office and assigned program policies, procedures, standards and requirements including pertinent legal requirements and other legislative enactments as appropriate to assignment.

Receive and interview callers and visitors.

Provide information where independent judgement, knowledge and interpretations are utilized.

Research and compile background material such as statistical and financial data and supporting information.

Compile and prepare comprehensive reports, records, surveys and other documents.

Coordinate and prepare materials for presentation to the County Board of Education or other entities to whom the manager supported communicates.

Compose and prepare a variety of correspondence, memorandums reports and other documents, including material of a confidential nature.

Screen mail and handle routine items requiring action, prioritizing items for manager action.

Route mail to others as appropriate and process administrative details not requiring the immediate attention of the manager.

Assist in budget planning and expenditure control process.

Prepare and distribute meeting notices and agendas, attend meetings to record proceedings, and prepare and distribute comprehensive minutes of meetings.

Establish and maintain a wide variety of manual and computerized files and records including but not limited to records of various state and federal projects.

Maintain confidential information and records.

May assist with ordering, inventory and distribution of office supplies and forms for the assigned program.

Prepare purchase orders and process invoices.

May assist with setting up and processing of numerous contracts for contractors.

Prepare and maintain calendar of activities, meetings, and events.

Schedule appointments, conferences and meetings.

Arrange travel accommodations and process travel claims.

May assist with updating and maintaining web pages or information for web pages.

Assist with online registration for numerous department workshops and events.

Assist with event coordination and setup and provide administrative support as needed.

Operate a variety of office machines such as typewriter, personal computer, terminal, printer, fax machine, calculator, copier and specialized equipment common to assigned program or office.

May direct, train and provide input for the evaluation of clerical support staff.

Perform other job related duties as assigned.

Graduation from high school supplemented by evidence of business or office courses or administrative support experience.

Four years of increasingly responsible office experience.

Modern office practices, procedures and equipment.

Basic administrative procedures.

Personal computers and industry standard software applications, including Microsoft Office, Filemaker, Escape, Excel, and other software programs pertinent to the functions of the assigned department.

Telephone techniques and etiquette that provide a high professional standard of service to others and demonstrate a calm and patient demeanor.

Statistical and…