Job Description

ADMINISTRATIVE ASSISTANT

GENERAL DESCRIPTION

This position provides skilled assistance to the Region 1 office, staff and members.  Work is performed within established guidelines and procedures.  Incumbent must exercise independent judgement and initiative and discretion in the dissemination of sensitive information.  The position provides logistical support to the Regional Conference and Regional Programs which requires exercising independent judgement and initiative, with minimal supervision.

DUTIES AND RESPONSIBILITIES

FINANCIAL PROCESSING RESPONSIBILITIES:              

1.       Processes and Maintains Accounts Receivable and Accounts Payable records for CNTA bank accounts.

2.       Compiles information for Accountant/Treasurer on a regular basis for monthly financial credit card statements and office expenses/reimbursements.

3.       Assists Political Action Committee with processing FPPC forms.

4.       Assists Treasurer with scheduling/preparing for auditor on a yearly basis for CNTA.

5.       Coordinates property maintenance, as approved by President and/or Executive Board; including contact with cleaning crew, gardener, plumber, locksmith and equipment maintenance.  Obtains quotes, schedules for service, communicates with Leadership to ensure workers are supervised/have access, and reviews work to ensure contract was fulfilled.

GENERAL OFFICE & SECRETARIAL RESPONSIBILITIES:

1.       Composes and prepares correspondence for staff and leadership.

2.       Edits reports and correspondence for style and correct English usage, grammar, punctuation, and spelling.

3.       Answers the telephone, monitors and maintains the telephone answering system, and responds to inquiries from the public, members and staff as appropriate.

4.       Open and processes mail, including Electronic Submissions (“e-mail”) to the office.

5.       Timely routes all inquiries to appropriate staff and ensures those inquiries receive a response even if the assigned staff-person(s) is unavailable.

6.       Provides assistance to members and chapter leaders requesting Association services, benefits and programs.

7.       Processes GLS referrals and Grievances for CTA members as directed by UniServ Staff and CNTA President.

8.       Reproduces and packages materials for distribution to the CNTA bargaining unit.

9.       Compiles information and creates/maintains databases using current technology.

10.   Schedules appointments and travel arrangements for CNTA.

11.   Maintains accurate office and facilities calendars.

12.   Establishes and maintains files and records.

13.   Performs required logistics to arrange and prepare for meetings, workshops, and other events.

14.   Maintains inventory & coordinates refreshments/meals for meetings and workshops.

15.   Coordinates the delivery, receipt, presentation & clean-up of meals for meetings and workshops.

16.   Performs logistical functions as assigned for conferences outside the office.

17.   Assists committees with planning, coordinating and follows through on large logistical projects.

18.   Performs designated office errands, some of which may require driving.

19.   Performs other appropriate duties as assigned.

20.   Assists with CNTA events as needed (available for overtime assistance).

MEMBERSHIP RESPONSIBILITIES:

1.       Utilizes and updates database systems on a regular basis.

2.       Processes membership forms.

3.       Delivers payroll rosters monthly to Accountant/Treasurer to be reconciled.

4.       Communicates on a regular basis with CNUSD payroll and personnel departments regarding membership for CNTA as required to benefit the Association and members. 

5.       Compiles membership statistics and other information for CNTA

6.       Acts as liaison between NEA, CTA and the CNTA membership.

ADDITIONAL MISCELLANEOUS RESPONSIBILITIES:

1.       Perform on-site property/equipment maintenance functions.

2.       Provides high-level administrative support to CNTA elected leadership, which in addition to other responsibilities include drafting, preparing and finalizing letters, memos, reports and other documents. Also responsible for taking notes/minutes when necessary and/or requested, which includes editing and completing to final form.

3.       Perform Notary Services for CNTA Members.

QUALIFICATIONS - MINIMUM REQUIRED

·         High school diploma or associate’s degree.

·         Experience as an office assistant or in related field.

·         Ability to write clearly and help with word processing when necessary.

·         Warm personality with strong communication skills.

·         Ability to work well/follow through on work assignments with limited supervision.

·         Great communication skills. Ability to communicate clearly, verbally and in writing.

·         Have a valid driver license, clean driving record and a reliable, fully-insured, vehicle.

·         Proficiency in the use of computer technology, Microsoft Applications, Social Media, and ability to learn and use the Association’s software programs.

·         Licensed Notary (or willingness to obtain licensing).

·         Consistent and welcoming demeanor to CNTA members, CTA staff, and community/visitors.

·         Initiative, ability to organize work, and the ability to maintain a high degree of integrity regarding confidential information.

DESIRED ADDITIONAL QUALIFICATIONS -

·         Ability to function effectively under considerable pressure and solve complex office problems independently.

·         Demonstrated ability to exercise planning, coordinating and follow-through skills as applied to large complex logistical projects.

·         Ability to prioritize multiple projects and adapt to changes in priorities.

·         Ability to work cooperatively with leadership and management.

·         Ability to learn and communicate CNTA structure, policies, and procedures.

·         Minimum keyboarding speed of 55 wpm.

·         Ability to work overtime as needed.