Administrative Assistant

Cuyahoga County Board of Developmental Disabilities • Cleveland, OH

15h • Onsite

About The Position

The Cuyahoga County Board of Developmental Disabilities is seeking a full-time Administrative Assistant to perform a wide variety of administrative, technical, and clerical duties, some of which may be complex in nature. This role involves providing excellent customer service to visitors, callers, and staff, supporting various administrative functions, and maintaining documents and databases. The nature of work will include, but is not limited to, providing an excellent customer experience, supporting staff with clerical duties, providing front desk coverage, assisting visitors, answering phone calls, managing mail, responding to issues, assisting with purchasing and billing, preparing for presentations and events, maintaining files and databases, and operating office equipment. The department or team assignment may influence specific duties, and other duties as assigned.

Requirements

• High school diploma required.
• Five years of secretarial experience required.
• Three years of computer applications experience including word processing and database maintenance required.
• Demonstrate excellent customer service skills.
• Ability to interact with others with understanding and empathy and respond to issues in a way that results in a positive outcome for people seeking supports.
• Basic knowledge of Cuyahoga DD programs and services to answer routine questions and/or channel calls appropriately.
• Proficient in the use of Microsoft Word, Outlook, PowerPoint, and Excel.
• Ability to maintain a professional and courteous attitude towards visitors and callers, and staff.
• Ability to work with minimal supervision and to set own priorities.
• Excellent written and verbal communication skills.
• Ability to accurately organize and record data, maintain computer database of information, organize various records and files, and update and provide reports as needed using various Cuyahoga DD and DODD software and systems.

Nice To Haves

• Education in secretarial or business school beyond high school desirable.

Responsibilities

• Provide an excellent customer experience for all who access services from Cuyahoga DD, both internal and external.
• Support various Cuyahoga DD staff/functions as needed to complete clerical duties including but not limited to photocopying, faxing, scanning, indexing, assembling binders, and preparing mailings.
• Provide front desk coverage at any administrative building as needed, including full days or filling in for breaks and absences.
• Greet and welcome visitors, link them with staff, screen visitors, and follow sign-in procedures.
• Assist visitors by providing information or physical help.
• Answer phone calls or switchboard calls with efficiency and friendliness, relay messages, handle routine questions, and transfer calls.
• Receive, sort, and distribute incoming USPS and inter-office mail.
• Process outgoing U.S. mail and monitor the postage machine.
• Reconcile returned mail and notify appropriate staff for updates.
• Respond to unexpected/high priority issues or emergencies, interacting with parties to resolve issues and ensure proper procedures are followed.
• Assist with purchasing and billing tasks, communicating directly with vendors and/or providers.
• Assist with preparation for presentations and events as needed.
• Maintain documents, files, databases and reports as required.
• Provide technical assistance such as creating and updating spreadsheets, tracking contracts, program data and spending, and maintaining databases.
• Administer specific functions as designated, such as eCertify certified mail, petty cash, transporting interoffice mail, and ordering business cards.
• Efficiently operate various pieces of office equipment: copy/scan/fax machines, electric binding machine, electric folding machine, laminator, document shredder.
• Assist staff with troubleshooting office equipment.
• Manage, maintain, stock, and purchase office equipment and supplies as needed.
• Maintain building equipment and inventory records, preventative and repair maintenance programs and schedules, if requested.

Benefits

• Over 40 paid days off a year, including holidays.
• A great government Pension through Ohio PERS.
• Low Cost Major Medical insurance.
• Free Dental, Vision Life, and Temporary disability Insurance.
• Professional Development Reimbursement each year.
• Membership dues reimbursement each year.
• Mileage Reimbursement at the IRS rate.
• Flexible Spending Account.
• Tuition Reimbursement.
• Annual Pay Increases.

What This Job Offers

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