Assistant Administrator Jobs

About The Position

Requirements

• Four years of full-time paid experience in office administration, executive administrative support, or a related administrative role in government or private industry.
• Advanced proficiency in office software and systems, such as Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Demonstrated ability to prepare complex reports, correspondence, and presentations.
• Strong organizational, written, and verbal communication skills, attention to detail, and ability to handle confidential and sensitive information.
• Ability to exercise independent judgment, prioritize assignments, and coordinate multiple tasks or projects.
• Any equivalent combination of education, training, and experience may substitute for the required experience on a year-for-year basis.

Nice To Haves

• Bachelor’s degree in Business Administration, Public Administration, or a closely related field.
• Knowledge of and experience with Cityworks or similar work order management systems, including quality assurance processes.
• Knowledge of and experience with a financial system.
• Experience managing procurement activities, including preparing purchase requests, coordinating with vendors, obtaining quotes, and purchasing specialized equipment, materials, or services.
• Knowledge of and experience with budget administration and financial tracking.
• Exceptional time management skills and ability to support multiple projects or assignments simultaneously.
• Organizational skills and aptitude for maintaining records, schedules, and reports.
• Experience managing changing priorities and working effectively in a fast-paced environment.
• Project management-related certification, Certified Administrative Professional (CAP), procurement-related certification (NIGP/CPPP), Microsoft Office Specialist (Excel), or another certification demonstrating proficiency in project coordination, business operations, procurement, budgeting, or administrative management.
• Valid State of Ohio Driver’s License.

Responsibilities

• Provide advanced administrative and operational support to executive or senior-level leadership.
• Prepare complex correspondence, reports, presentations, and confidential documents.
• Coordinate schedules, meetings, and high-level communications.
• Serve as a liaison between leadership, staff, departments, and external stakeholders.
• Assist in tracking projects, initiatives, and departmental priorities.
• Review, compile, and analyze information to support decision-making.
• Exercise independent judgment when handling sensitive and confidential matters.
• Use administrative systems and software to support departmental operations.
• Use Cityworks to schedule, plan, track, review, and create reports related to the cost of work requests performed by skilled trades.
• Manage the Accela Street Opening Permit system.
• Use the Advantage Financial System to obtain materials and services, track project expenditures, and create requisitions and delivery orders.
• Coordinate with vendors to obtain quotes for specialized equipment, materials, and services.
• Assist with departmental budget administration and prepare specialized reports.
• Interact with divisions throughout the City of Cleveland.
• Perform related duties as required.