Administrative Assistant

Cuyahoga County Board of Developmental Disabilities•Cleveland, OH

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 which may be complex in nature. Provide excellent customer service to visitors to Cuyahoga DD buildings, callers, and Cuyahoga DD staff who require administrative assistance. The nature of work will include, but is not limited to the following: 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. This may be for full days or filling in for breaks and absences. When working at the front desk, provide excellent customer experiences by greeting and welcoming visitors to the building and linking them with Cuyahoga DD staff as needed. Screen all visitors and follow sign-in procedures to ensure the safety of guests and staff. Assist visitors by providing information or physical help. Answer phone calls or switchboard calls with efficiency and friendliness. Relay messages and handle routine questions for staff, family members, individuals, or the community. Transfer calls to the proper party. Receive, sort, and distribute incoming USPS and inter-office mail to the appropriate individuals. May process outgoing U.S. mail and monitor the use and funding of the postage machine. Reconcile returned mail and notify appropriate staff for updates. Following Board practices, respond to unexpected/high priority issues or emergencies. Interact with all parties as needed to resolve issues and ensure proper procedures are followed with respect to the facility as directed. Assist with purchasing and billing tasks as directed. This may require communicating directly with vendors and/or providers. Assist with preparation for presentations and events as needed. Maintain documents, files, databases and reports as required, as well as provide technical assistance such as creating and updating spreadsheets, tracking contracts, program data and spending, and maintaining databases. May be designated to administer specific functions. For example, but not limited to: eCertify certified mail; petty cash for Support Administrators to make emergency purchases for individuals; transport interoffice mail; order 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. The department or team assignment may influence the specific duties performed; therefore, the position will perform other duties as assigned. PERSONAL CONTACTS: Frequent contact with staff and general public.

Requirements

Demonstrate excellent customer service skills.
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.
High school diploma required.
Five years of secretarial experience required.
Three years of computer applications experience including word processing and database maintenance required.

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.
Answer phone calls or switchboard calls with efficiency and friendliness.
Receive, sort, and distribute incoming USPS and inter-office mail to the appropriate individuals.
Following Board practices, respond to unexpected/high priority issues or emergencies.
Assist with purchasing and billing tasks as directed.
Assist with preparation for presentations and events as needed.
Maintain documents, files, databases and reports as required, as well as provide technical assistance such as creating and updating spreadsheets, tracking contracts, program data and spending, and maintaining databases.
May be designated to administer specific functions.
Efficiently operate various pieces of 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.
The department or team assignment may influence the specific duties performed; therefore, the position will perform other duties as assigned.