Administrative Assistant (Bilingual) (Santa Barbara)

General Description

Priority Consideration Date : October 5, 2025

Applications received by this date will receive primary consideration. Applications submitted after October 5 may still be reviewed; however, review will depend on the volume of applications received and the needs of the recruitment.

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.

Specific Duties and Responsibilities

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, faxmachine, 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

Requirements

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

Licenses and certificates

Some positions in this classification may require :

Working conditions

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

Supplemental Information

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 :

Non-Discrimination Policy Statement

For purposes of this policy, employees include job applicants, interns, volunteers, and persons who contracted with SBCEO to provide services, as applicable.

No SBCEO employee shall be discriminated against or harassed by any coworker, supervisor, manager, or other person with whom the employee comes in contact in the course of employment, on the basis of the employee's actual or perceived race, color, ancestry, national origin, age, religious creed, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran or military status, sex, sexual orientation, gender, gender identity, gender expression, or association with a person or group with one or more of these actual or perceived characteristics.

SBCEO prohibits discrimination against employees on the basis of reproductive health decision making, defined as a person's decision to use or access a particular drug, device, product, or medical service for reproductive health.

SBCEO does not discriminate against empl