H A C U



H A C U

Job Description

Job Title: Administrative/Legislative Assistant

Department: Western Regional Office (Sacramento, CA)

Reports To: Executive Director of Western States Legislative Affairs

FLSA Status: Non-Exempt

Prepared Date: 6/24/2016

SUMMARY

General administrative and legislative support for the HACU Western Regional Office (WRO).

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: (Other duties may be assigned)

Assists in monitoring legislative proceedings in the five states covered by the office.

Assists in the preparation of advocacy and other related publications for use in work with Legislature, Governor, and member institutions.

Assists in visits to Gubernatorial and Legislative offices during legislative sessions.

Conducts and assists in research related to education and other policy areas for use in advocacy efforts.

Attends meetings, hearings, and briefings conveyed by Gubernatorial and Legislative offices, as well as education associations and other interest groups when needed. Assists with updating supervisor’s calendars.

Responsible for reading and routing incoming mail. Locates and attaches appropriate file to correspondence to be answered by the Executive Director.

Responsible for drafting, emailing, and filing legislative and routine correspondence and other records.

Maintains electronic and hardcopy records system for WRO

Answers telephone and gives information to callers or routes call to appropriate staff person. Follows up on telephone calls, if necessary.

Schedules meetings/appointments and coordinates special events, including conferences, workshops, and member visits.

Greets visitors, ascertains nature of business, and directs visitors to appropriate person.

Maintains clean office appearance.

Compiles and types statistical reports, and develops and maintains database files.

Reads the major online news sites daily for states covered by WRO for information related to education policy, etc. and posts to HACU web site. Must learn web posting program.

Assists with the development and dissemination of mass mail outs (Action Alerts, WRO Updates).

Handles errands for the office such as going to the Post Office or Capitol.

Arranges for maintenance of office equipment (computer, fax machine, copier, postage meter).

Orders and replenishes supplies for the office.

Liaison with Building Manager at 915 L Street on maintenance matters relating to WRO.

Maintains records of office keys and equipment inventory.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Two or more years of college or technical school in a degree related to education, political science, public policy, etc., or equivalent combination of education and experience. Legislative experience highly desired.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, governmental regulations, or legislative material. Ability to write reports, legislative/business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER QUALIFICATIONS

Must be proficient with Microsoft Office, internet, databases (Access), spreadsheets (Excel), and email. Must be able to learn HACU specific computer programs.

PHYSICAL DEMANDS

The physical demands described here 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 the essential functions.

WORK ENVIRONMENT

The noise level in the work environment is usually quiet. Work usually takes place in clean, pleasant, and comfortable office settings. Employee will work a standard of 40 hours a week; however, longer hours may be necessary at times. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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