Administrative Assistant

City of Cleveland Heights; Cleveland (OH); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Comprehensive Medical & Dental Plan

Paid Time Off

Life Insurance

Deferred Compensation Plans

Employee Assistance Program

Job summary

The City of Cleveland Heights is seeking an Administrative Clerk to perform confidential data entry, prepare reports, and proof original correspondence. The role involves basic accounting tasks and extensive public contact, with opportunities to coordinate records and meetings.

Qualified candidates will have a High School Diploma or GED, solid English grammar, and experience with standard office equipment. This is a full-time, on-site position with competitive benefits.

Qualifications

• High School Diploma or GED required.
• Proficiency in English grammar and punctuation.
• Experience with clerical tasks and data entry is preferred.

Responsibilities

• Provide confidential data entry and prepare reports.
• Process payments, court documents, public records requests, and scheduling.
• Screen calls, greet visitors, manage calendars and perform data entry.
• Coordinate system upgrades and liaise with IT on performance issues.
• Maintain inventory and supplies within budget levels.
• Prepare meeting agendas and minutes; maintain case files and records.

Skills

Office procedures

Customer service

Recordkeeping

Keyboarding

Computer skills

Multitasking

Education

High School Diploma or GED

Tools

Office equipment

Job description

Description

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.

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

Typical Qualifications

• Modern office procedures and equipment
• Customer service principles
• Recordkeeping principles
• Basic mathematical concepts
• Filing procedures and practices
• English language, grammar, and punctuation
• Principles and practices in area of assignment

Skill In

• Using modern office equipment
• Keyboarding
• Using a computer and related software applications

Ability To

• Exercise independent judgment and discretion
• Prioritize work and perform multiple tasks
• Prepare, maintain, proofread and process a variety of forms, reports, records, files and/or documentation
• Maintain inventory and supplies
• Prepare meeting agendas and minutes
• Provide customer service
• 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

Supplemental Information

High School Diploma, or G.E.D., and four years of progressively responsible clerical experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

The City of Cleveland Heights offers permanent full time employees an excellent benefits package!

• Comprehensive Medical & Dental Plan
• Paid Time Off
• Life Insurance
• Deferred Compensation Plans
• Employee Assistance Program