Administrative Assistant

Cuyahoga County Board of Health•Parma, OH

15d•Hybrid

About The Position

The Administrative Assistant position is a full-time, bargaining role reporting to the Administrative Services Supervisor. The position is to be filled starting October 19, 2026, with standard working hours from Monday to Friday, 8:30 a.m. to 4:30 p.m. This role requires adherence to the CCBH Vaccination Policy, which may include vaccination requirements or an exemption request along with a TB Baseline submission. The position involves a variety of administrative tasks, customer service, financial transactions, record management, inventory control, meeting coordination, and reporting. The incumbent may also participate in agency committees, public health emergency activities, and potentially assume supervisory duties in the absence of the supervisor (excluding staff supervision). Occasional use of agency-owned fleet vehicles may be required.

Requirements

High School Diploma or equivalent.
Minimum of two years of related experience.
Ability to efficiently multi-task on a daily basis.
Proficiency with use of PC hardware & basic software (i.e., Microsoft office), email, and office equipment (i.e., copier, fax, scanner, telephone, etc.).
Good customer service, verbal and written communication skills, and effective presentation skills.
Good interpersonal relationship skills including cultural sensitivity & competence.
Good organizational and filing skills.
All employees hired for a position must be legally authorized to work in the United States without requiring sponsorship for employment visa status now or in the future.

Nice To Haves

Associates degree (if no experience is necessary)

Responsibilities

Responds to phone and electronic inquiries from the public, routes calls to the appropriate parties, and greets customers face-to-face.
Provides high-quality service to customers and clients.
Serves as a point of contact for service area regarding administrative issues/concerns.
Manages administrative projects associated with service area or program.
Assists with the planning and execution of projects.
Reviews and recommends process improvements by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary requirements.
May assist in implementing process changes.
Administers the contract management process with agency vendors and contractors.
Facilitates the distribution, completion, return, and processing of required documents for the execution & termination of contracts.
Prepares contract checklist for Board, and secures approval from senior leadership.
May assist with preparation of documents related to the receipt of grant awards and contract execution.
Performs financial transactions with customers including cash, purchase order, and electronic transactions.
Balances receipts & cash drawers in accordance with CCBH fiscal guidelines.
Tracks general revenue and other budgets.
Uses appropriate filing systems and database(s) to create and/or maintain physical and electronic records.
Organizes and purges records per the local record retention rules.
Implements inventory control methods to preserve proper levels of equipment and supplies.
Initiates order placement and purchase request activities to replenish inventories.
Orders and maintains inventory of office supplies and equipment.
Serves as liaison with appropriate parties to arrange for PC and other office equipment troubleshooting and repair.
Ensures the proper operation of equipment by completing preventive maintenance requirements.
Performs basic troubleshooting of malfunctions and calls for repairs.
Researches and develops recommendations for the replacement of office equipment and machinery.
Schedules meetings and special activities, coordinates arrangements for meetings/special activities, prepares meeting agenda, and assembles/prepares required materials.
Attends meetings and records meeting minutes as directed.
Develops and extracts basic reports from databases and provides to internal and external customers.
Gathers and organizes documents to satisfy public records requests or other reporting obligations.
Coordinates the printing and distribution of agency reports, promotional materials, program materials, and other information for dissemination to internal and external customers.
Performs basic administrative tasks, data entry, filing, etc., in the absence of the primary administrative support staff member.
Participates on agency committees and attends regular meetings.
Assumes supervisory duties in the absence of the Administrative Services Supervisor.
May participate in leadership meetings.
Participates in public health emergency activities as needed.
Collaborates with internal and external partners on special projects as assigned.
May assume administrative duties in the absence of the supervisor, except for the supervision of staff.
May be required to operate agency-owned fleet vehicles at offsite service locations.
Performs other duties as assigned.

Benefits

Medical (full time employees responsible for 10% of premium)
Dental (full time employees responsible for 10% of premium)
Vision
Public Employee Retirement System (PERS)
Deferred Compensation
FSA Health and Dependent Care
Tuition Reimbursement
Holidays (14 paid per year)
Vacation Time (13 paid days per year for new service PERS members)
Sick Time (15 paid days per year)
Personal Days (up to 3 paid per year)
Agency paid Life Insurance
Additional Voluntary Life Insurance
Voluntary Identity Theft Protection
Voluntary Critical Illness
Voluntary Accident Insurance
Employee Assistance Program
Free Parking
Remote work from home available up to two days per week with approval after the completion of a minimum of 60 days of employment.
Alternate work schedule or changes in work schedule available after initial training period with approval.