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Administrative Assistant

CLASSIFICATION: Full-time, Non-Exempt
SALARY: $50,229 - $70,762 per year, based on 10-step salary schedule
BENEFITS: Benefits include: employee/employer paid retirement (CalPERS); employee/dependent medical, dental and vision; 457 Retirement Savings Plan; group disability plan; Flexible Spending Account (FSA); and paid vacation, sick leave and holidays.  
APPLICATION DEADLINE: Applications will be accepted through July 31, 2019.

North Bay Schools Insurance Authority (NBSIA) is a mid-sized school-focused risk pool, serving over 10,000 school district employees and over 76,000 students with 30 employees.  We provide our member districts with high-quality, cost-effective and innovative protection, programs, and services, so they can focus on what they do best.

NBSIA members and staff are our greatest assets.  Our collaborative, team approach, and strong values, are among the reasons NBSIA is known as a premier risk management pool in the state.

Our Values
Member Centered
Risk Management Expertise
Long-term Vision
Innovation and Teamwork

This is a great opportunity to bring your exceptional skills to bear in support of our vision – Safe and healthy schools, where people are inspired to work and empowered to learn.

SUMMARY:

Job specifications are intended to present a descriptive list of the range of duties performed by employees in the job.  Specifications are not intended to reflect all duties performed within the job.

Under the supervision of the Executive Director, performs complex and responsible executive and administrative support services to the Executive Director and department managers.  Independently or in consultation with the Director, coordinates, organizes, leads, and participates in the various operational aspects of the authority.  Plans and supports Board of Directors and Executive Committee meetings, including strategic planning and special workshops.  Uses creative skills to produce and maintain various marketing and communication materials, including the website.  Independently coordinates a variety of special projects.

EXAMPLES OF DUTIES:

  • Serves as administrative support to the Executive Director, including preparation of information, data, and materials; scheduling appointments and meetings; and maintaining files and data that may include sensitive and privileged data.
  • Provides support to department managers on request.
  • Prepares correspondence, memoranda, reports, and other documents that require a familiarity with organizational policies and procedures.
  • Maintains and updates governing documents, such as the JPA Agreement, Bylaws, and Board Policies and Procedures as needed.
  • Assists the Executive Director in managing and administering member benefit programs, including Dental and Vision.
  • Uses desktop publishing and business intelligence skills to produce newsletters, brochures and flyers, annual reports, presentations, blogs, and other similar materials.
  • Coordinates, and prepares and distributes agendas for Board meetings, Executive Committee meetings, and other meetings and workshops as necessary.
  • Attends Board and Executive Committee meetings and takes and prepares minutes.
  • Assists with maintaining the NBSIA website.
  • Performs a variety of duties related to special projects and programs with limited supervision, at the direction of or in consultation with the Executive Director.
  • Maintains legal and regulatory filings, forms, and reports, including Form 700 and public agency roster.  
  • Assists with a variety of personnel management activities, including recruitments and follow-ups. 
  • Assists with office duties as needed, including phones and incoming/outgoing mail.

QUALIFICATIONS:

Education and Experience
Any combination of experience and training that would likely provide the required knowledge and skills is qualifying.  A typical way to obtain the required knowledge and skill would be:

  • Experience: Three years of highly responsible secretarial or administrative experience.
  • Education: Equivalent to the completion of the 12th grade, supplemented by coursework or training in advanced or executive secretarial skills.  Marketing and communications experience preferred but not required.

Knowledge

  • Procedures, methods, and techniques pertaining to the operation of an executive office.
  • Office software, including the Microsoft Office suite (Outlook, Word, Excel).
  • Business intelligence software preferred (Tableau).
  • Standard office equipment, data management, storage and retrieval systems.
  • English usage, spelling, grammar, and manuscript and report writing and formatting.
  • Effective and efficient communication techniques, strategies and procedures.

Abilities

  • Effectively and efficiently perform highly responsible clerical and administrative functions.
  • Compile and present data and information in a clear and concise manner.
  • Prepare engaging newsletters, brochures, annual reports, and flyers from layout to printing.
  • Communicate effectively in oral and written form.
  • Maintain accurate administrative, legal, and regulatory records and files.
  • Prioritize work and complete assignments on time.
  • Maintain security of confidential materials.
  • Establish and maintain cooperative working relationships.
  • Carry out verbal and written directions independently.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.

Environment: Normal office environment.
Physical: Incumbents require sufficient mobility to work in an office setting and operate office equipment.
Vision: Vision sufficient to read small print, computer screens and other printed documents.

APPLICATION PROCESS:
Please apply for this opportunity by sending your resume and cover letter via email to HR@nbsia.org.

Final Filing Date: 
Wednesday, July 31, 2019 (All day)
Company: 
North Bay Schools Insurance Authority (NBSIA)