Administrative Assistant

City of Cleveland Heights • Ohio 44118, OH

18h

About The Position

Incumbents are responsible for performing confidential data entry, preparing reports, preparing and proofing original correspondence, performing basic accounting functions for assigned area, and conducting moderately complex research. Extensive contact with the public is an integral element of this position. Examples of Duties Provides specialized administrative support in preparing personnel action forms, processing accounts payables, maintaining phone lists, preparing Council resolutions, transcribes and disseminates meeting minutes and/or notes, maintaining vehicle/mileage data, coordinating travel arrangements, court documents, public records requests, scheduling interviews, processing service requests, and other related documents Completes, collects, and processes a variety of documents and forms, which may include correspondence, reports, memos, notices, brochures, permits, and/or other related materials Performs various clerical duties, utilizing standard office equipment, to include: screening incoming calls; taking and transmitting messages; participates in committee meetings; maintaining calendars; making photocopies; performing data entry; faxing documents; typing; and word processing Receives visitors, determining the best course of action to efficiently and effectively help them including answering most questions. Coordinates installation and/or upgrades of new systems, databases, procedures and methods; serves as a liaison between staff and IT while monitoring and testing systems for performance issues and business rules Prepares and maintains specialized files and documents utilizing prescribed methods related to case records, recorded documents and court actions Maintains appropriate inventory levels within assigned area of responsibility; requisitions supplies in conformance of current budgetary levels Maintains regular attendance and punctuality Performs other duties of a similar nature or level

Requirements

• Knowledge of modern office procedures and equipment
• Knowledge of customer service principles
• Knowledge of recordkeeping principles
• Knowledge of basic mathematical concepts
• Knowledge of filing procedures and practices
• Knowledge of English language, grammar, and punctuation
• Knowledge of principles and practices in area of assignment
• Skill in using modern office equipment
• Skill in keyboarding
• Skill in using a computer and related software applications
• Ability to exercise independent judgment and discretion
• Ability to prioritize work and perform multiple tasks
• Ability to prepare, maintain, proofread and process a variety of forms, reports, records, files and/or documentation
• Ability to maintain inventory and supplies
• Ability to prepare meeting agendas and minutes
• Ability to provide customer service
• Ability to communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
• High School Diploma, or G.E.D.
• Four years of progressively responsible clerical experience

Nice To Haves

• Equivalent combination of education and experience sufficient to successfully perform the essential duties of the job

Responsibilities

• Performing confidential data entry
• Preparing reports
• Preparing and proofing original correspondence
• Performing basic accounting functions for assigned area
• Conducting moderately complex research
• Providing specialized administrative support in preparing personnel action forms
• Processing accounts payables
• Maintaining phone lists
• Preparing Council resolutions
• Transcribing and disseminating meeting minutes and/or notes
• Maintaining vehicle/mileage data
• Coordinating travel arrangements
• Handling court documents
• Processing public records requests
• Scheduling interviews
• Processing service requests
• Completing, collecting, and processing a variety of documents and forms
• Screening incoming calls
• Taking and transmitting messages
• Participating in committee meetings
• Maintaining calendars
• Making photocopies
• Performing data entry
• Faxing documents
• Typing
• Word processing
• Receiving visitors and answering questions
• Coordinating installation and/or upgrades of new systems, databases, procedures and methods
• Serving as a liaison between staff and IT
• Monitoring and testing systems for performance issues and business rules
• Preparing and maintaining specialized files and documents related to case records, recorded documents and court actions
• Maintaining appropriate inventory levels within assigned area of responsibility
• Requisitioning supplies in conformance of current budgetary levels
• Maintaining regular attendance and punctuality

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED