Administrative Assistant

Job Description:

Administrative Assistant

Description

About the Communications Department

The Santa Barbara County Education Office Communications Department plays a central role in connecting SBCEO’s work to the people we serve. The team supports the County Superintendent of Schools and the organization by planning, coordinating, and delivering clear, timely, and accessible communications for internal and external audiences. This includes media relations, leadership communications, internal messaging, digital content, events, publications, video and visual storytelling, crisis communications, and support for departments across SBCEO. Our work helps clarify SBCEO’s role, builds trust with schools and communities, and ensures staff and partners have the information they need to do their jobs well. The Communications Department is collaborative, fast-paced, and service-oriented, working closely with leadership, departments, districts, and community partners to support student success across Santa Barbara County.

About the Maintenance & Operations Department

The Santa Barbara County Education Office Maintenance & Operations Department provides essential services that ensure SBCEO facilities, vehicles, and operational systems remain safe, reliable, and well-maintained. The department oversees custodial services, building and grounds maintenance, fleet management, mail and cargo delivery, and coordination with contractors to support repairs and facility improvements. Its work includes preventive maintenance, vehicle procurement and servicing, site inspections, logistics support, and room and event setups. As a key component of Internal Services, the Maintenance & Operations Department supports staff across SBCEO by maintaining the physical environments and operational infrastructure that enable educational programs and administrative functions to operate effectively.

Our ideal candidate

You are 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.

General description

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
  
  

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

Experience: four years of increasingly responsible office experience

Knowledge and skills

• 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 financial record-keeping
• Correct English usage, grammar, spelling, punctuation and vocabulary
• Oral and written communication skills
• Principles of training and providing work direction that promote high standards, professionalism, collaboration, and a positive work environment
• Interpersonal skills using tact, patience and courtesy
  
  

Abilities

• Quickly acquire knowledge of County Education Office organization, operations, policies and objectives
• Interpret, explain and apply laws, rules, regulations and policies with relationship to the assigned program or office
• Analyze situations accurately and adopt an effective course of action
• Understand and follow oral and written directions
• Communicate effectively both orally and in writing
• Demonstrate keyboarding/typing skills and speed as required by the assignment
• Establish and maintain efficient office procedures, record keeping, and filing systems
• Plan, organize, coordinate and prioritize assigned tasks to successfully meet time lines
• Establish and maintain effective and collaborative positive working relationships
• Train and provide work direction to others
• Maintain records and prepare reports
• Work independently with little direction
• Work confidentially with discretion

Licenses and certificates

Some positions in this classification may require:

• Valid California Class C Driver's License and insurance coverage as required by law.
• Enrollment in the California Department of Motor Vehicles Government Employer Pull Notice Program as a condition of employment.

Working conditions

Work is performed primarily indoors with minimal exposure to health and safety hazards.

Classified salary ranges have 26 steps (A-Z). Initial salary placement for new hires is between steps A and J, based on qualifications.

Click here for an Overview of Our Application & Selection Process .

RECRUITMENT INFORMATION:

• All applicants who meet the minimum qualifications will be invited to participate in the examination process for the position.

• The examination process may include one or more of the following: written, oral, and performance examination.

• Candidates must pass all parts of the examination process to be placed on the eligibility list. Final score will determine the candidate's rank on the eligibility list.

• A candidate in the top three ranks (including tie scores) on the eligibility list may be considered for hire; when there are multiple vacancies in the same job classification, additional ranks will be considered.

• This recruitment is Dual Certification, meaning it is open to all applicants, including current SBCEO employees and those from the general public. Dual certification results in one integrated eligibility list based on rank.

• Eligibility lists are generally valid for six months; promotional eligibility lists are valid for one year. Lists may be exhausted prior to the original expiration date, or they may be extended with the approval of the Personnel Commission.

• If you require an accommodation for any step of the application and selection process, please notify Human Resources by the application deadline date (or as soon as possible for an open continuous recruitment).

• Veterans' Preference Points: This recruitment is eligible for veterans' preference points for qualifying veterans.

Salary:

67692 - 78012 USD Yearly