Assistant Administrator

at  City of Cleveland

MINIMUM QUALIFICATIONS

A High School Diploma or GED is required. A Bachelor’s Degree in Business/Public Relations or closely related field from a four-year accredited college or university is required. Two years of full time paid expeience in government or private industry office administration is required. (Substitution: Two years of full time experience may substitute for each year of college education lacking.) Must be able to operate a personal computer with Microsoft Office Suites.

PREFERRED REQUIREMENTS

• Minimum of 5 years’ experience in a similar administrative role.
• Minimum of 5 years’ experience in administrative coordinating, scheduling, and planning is highly desired.
• Knowledge of internal office management systems including CC&B billing system, outage management/repair logs, field vehicle tracking systems and HR, payroll/timekeeping processes is a plus.
• Excellent written, presentation and verbal communication skills. Knowledge of productivity tools, including SharePoint and MS Access, PowerPoint, Word, and Excel.
• Good decision making with the ability to multitask.
• Perform all other office duties as required.

EXAMPLES OF DUTIES

Under general direction, performs major daily and project/program based administrative duties. Recommends and administers divisional/departmental policies and procedures. Prepares regular and special reports related to divisional/departmental operations. Performs other job-related duties as required.

PRIMARY RESPONSIBILITIES

• Under supervision, provides administrative and clerical support to Assistant Commissioner and Commissioner including managing calendars, planning and scheduling meetings, preparing agendas, scheduling-meeting rooms, obtaining and setting up needed equipment, distributing meeting material, taking meeting minutes, tracking action items and, ensuring timely distribution of information.
• Acts as the administrative point of contact for the Assistant Commissioner and, assists with manager and interdepartmental requests for assistance.
• Maintains/updates management appointment schedules, screens/answers phone calls; responds to voicemails, composes correspondence and responds to emails.
• Tracks/responds to time sensitive requests and takes appropriate steps to ensure deadlines are met.
• Develops approval documents, memos and presentations and, assists with department audits. Assists with department requests for overtime, shift changes, inclement weather, and comp time and, obtains signatures and approvals as needed.
• Assists with departmental projects/programs, collects information, presents findings and prepares reports. Orders and maintains supplies and, arranges for equipment maintenance and repairs.
• Drafts/updates departmental policies/procedures and follow-ups on departmental requests. Maintains sick, absence, vacation and other personnel requests for time off.
• Updates Sharepoint documents, creates, and maintains spreadsheets.
• Assists with interdepartmental cross training of personnel and attend all required meetings and trainings.
• Acts as the administrative backup to Commissioner in absence of his Assistant.
• Utilizes the utmost discretion in handling sensitive and confidential information.
• Performs all other administrative duties as assigned.