ADMINISTRATIVE ASST III

County of Summit, OH; Akron (OH); On-site; USD 36,000 - 54,000; Full time

Job summary

Summit County Children Services in Akron, OH is seeking an Administrative Assistant III to provide technical and administrative support to the Department Director of Client Rights & Quality Improvement, ensuring the department operates efficiently, consistently, and effectively.

This role serves as the primary contact for internal and external stakeholders, coordinates administrative operations, supports quality improvement initiatives, and helps deliver timely, impactful services that advance

Qualifications

• High School Diploma or GED required; associate degree in business or social services related field preferred, or certification in office management preferred.
• Three years of office/administrative experience required; Experience using Microsoft Office products, Adobe, audiovisual equipment, and office machines required.
• Proficiency in typing a minimum of thirty-five (35) wpm required.
• One year of experience working in a child welfare or social services agency and experience using SACWIS and Document Management System(s) (e.g. Traverse) preferred.

Responsibilities

• Provides comprehensive administrative support to the Department Director, including calendar management, correspondence, meeting coordination, and preparation of agendas and minutes. Screens, prioritizes, and responds to inquiries directed to the Director, ensuring timely follow-up and appropriate response. Maintains confidentiality of information and accurate departmental records. Processes incoming and outgoing mail and coordinates the routing of documents requiring signatures. Monitors departmental budget, assisting with purchasing, payment and invoice reconciliation.
• Serves as the initial point of contact for Client Rights inquiries, gathering and summarizing concerns, documenting information, and directing issues to appropriate personnel. Retrieves and updates case related information in SACWIS and electronic document management systems. Prepares required correspondence, ensures timely follow-up, and consults with the Client Rights Officer as needed to maintain compliance with policies.
• Formats departmental materials, ensuring consistency, accuracy and professionalism throughout. Compiles and analyzes data; prepares statistical reports, charts, summaries, and other documentation supporting departmental performance and compliance. Creates surveys using SurveyMonkey and Microsoft applications. Assists with audit preparation.
• Participates in departmental workgroups, agency-wide initiatives, and committees to support organizational goals and continuous improvement efforts. Conducts research, gathers information, and assists with special projects assigned by the Department Director.
• Maintains inventory of office supplies and equipment; places orders, verifies receipts, and ensures adequate stock levels. Coordinates repair and maintenance of office equipment and ensures proper operation of departmental resources.
• Provides administrative support to CR/QI staff and may serve as backup to the Legal Department Administrative Assistant.
• Builds and maintains positive, collaborative working relationships with internal and external stakeholders. Assists with the orientation and onboarding of new departmental employees.
• Attends and participates in all agency meetings including supervisory, workgroups, unit, department, division, management team meetings, and all staff meetings.
• Adheres to all agency policies and procedures and supports the Agency’s mission, vision & guiding principles; Maintains professional and technical knowledge by completing mandatory training requirements, attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies or associations.

Skills

Microsoft Office

Adobe

Typing 35 wpm

Audiovisual equipment

Office machines

Education

High School Diploma or GED

Associate degree in business or social services

Office management certification

Tools

SACWIS

Document Management System Traverse

Job description

The Administrative Assistant III provides technical and administrative support to the Department Director of Client Rights & Quality Improvement (CR&QI), ensuring the department operates efficiently, consistently, and effectively. Serving as a primary point of contact for internal and external stakeholders, the incumbent coordinates administrative operations, supports quality improvement initiatives, and provides responsive organizational support that promotes accountability and contributes to the delivery of timely, impactful services that advance safety, permanency, and well-being for those served.

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Other duties may be assigned.

Essential Duties and Responsibilities include the following:

• Provides comprehensive administrative support to the Department Director, including calendar management, correspondence, meeting coordination, and preparation of agendas and minutes. Screens, prioritizes, and responds to inquiries directed to the Director, ensuring timely follow-up and appropriate response. Maintains confidentiality of information and accurate departmental records. Processes incoming and outgoing mail and coordinates the routing of documents requiring signatures. Monitors departmental budget, assisting with purchasing, payment and invoice reconciliation.
• Serves as the initial point of contact for Client Rights inquiries, gathering and summarizing concerns, documenting information, and directing issues to appropriate personnel. Retrieves and updates case related information in SACWIS and electronic document management systems. Prepares required correspondence, ensures timely follow-up, and consults with the Client Rights Officer as needed to maintain compliance with policies.
• Formats departmental materials, ensuring consistency, accuracy and professionalism throughout. Compiles and analyzes data; prepares statistical reports, charts, summaries, and other documentation supporting departmental performance and compliance. Creates surveys using SurveyMonkey and Microsoft applications. Assists with audit preparation.
• Participates in departmental workgroups, agency-wide initiatives, and committees to support organizational goals and continuous improvement efforts. Conducts research, gathers information, and assists with special projects assigned by the Department Director.
• Maintains inventory of office supplies and equipment; places orders, verifies receipts, and ensures adequate stock levels. Coordinates repair and maintenance of office equipment and ensures proper operation of departmental resources.
• Provides administrative support to CR/QI staff and may serve as backup to the Legal Department Administrative Assistant.
• Builds and maintains positive, collaborative working relationships with internal and external stakeholders. Assists with the orientation and onboarding of new departmental employees.
• Attends and participates in all agency meetings including supervisory, workgroups, unit, department, division, management team meetings, and all staff meetings.
• Adheres to all agency policies and procedures and supports the Agency’s mission, vision & guiding principles; Maintains professional and technical knowledge by completing mandatory training requirements, attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies or associations.

Qualifications

Education & Experience

High School Diploma or GED required; associate degree in business or social services related field preferred, or certification in office management preferred. Three years of office/administrative experience required; Experience using Microsoft Office products, Adobe, audiovisual equipment, and office machines required. Proficiency in typing a minimum of thirty-five (35) wpm required.

One year of experience working in a child welfare or social services agency and experience using SACWIS and Document Management System(s) (e.g. Traverse) preferred.

Core Competencies

To perform this job successfully, an individual must demonstrate the following:

• Adaptability & Resilience – Adjusts effectively to changing priorities, unexpected events, and pressure while maintaining productivity and professionalism.
• Analytical & Problem Solving – Gathers and evaluates data to identify issues, develop solutions, and improve processes.
• Business Acumen & Strategic Thinking – Understands organizational goals, budgets, and resources; makes decisions that align with strategic objectives and adapt to changing conditions.
• Communication Skills – Communicates clearly and effectively in verbal and written formats; listens actively; presents information in a way that promotes understanding.
• Customer & Client Focus – Responds promptly and professionally to internal and external needs; builds positive relationships and ensures service quality.
• Decision Making – Makes timely, informed decisions; considers input from stakeholders and supports reasoning with sound judgment.
• Delegation & Empowerment – Assigns tasks appropriately, provides clear expectations, and supports team members in achieving results.
• Dependability & Accountability – Meets commitments, follows through on responsibilities, and takes ownership of outcomes.
• Ethics, Integrity & Respect – Demonstrates honesty, fairness, and adherence to organizational values in all actions. Respects individuals of diverse backgrounds and perspectives; promotes an inclusive, harassment-free workplace.
• Initiative & Innovation – Takes proactive steps to improve processes; seeks opportunities for growth and creative solutions.
• Interpersonal & Teamwork – Builds positive relationships, resolves conflicts constructively, and contributes to team success.
• Leadership & People Management – Inspires and motivates others; provides feedback, coaching, and development opportunities; fosters a culture of quality and continuous improvement.
• Planning & Organizing – Prioritizes tasks, manages time effectively, and develops realistic action plans to achieve goals.
• Safety & Compliance – Follows safety procedures, identifies risks, and ensures compliance with organizational policies.

Other Qualifications

Required to possess exceptional organizational skills with a demonstrated attention to detail, proofing skills, and data preparation skills. Demonstrated ability to manage multiple priorities efficiently while ensuring the timely completion of assignments in a deadline-driven environment.

Required to possess a valid State of Ohio drivers' license and state minimum auto insurance and must always adhere to related Agency policies.

Physical and Environmental Requirements

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit; use hands and fingers to manipulate objects, such as keyboards and writing; reach with hands and arms. The employee is occasionally required to bend, reach, stoop, kneel, crawl, or crouch. The employee is regularly required to lift or carry items weighing up to fifteen (15) pounds, may occasionally be required to lift or carry items weighing up to twenty-five (25) pounds, and may rarely be required to lift or carry up to fifty (50) pounds. The employee is occasionally required to stand and walk through a variety of environments, including navigating stairs, narrow hallways, uneven walkways, and confined spaces. The employee may occasionally be required to travel between work sites, which may require driving and entering various public and private facilities. Frequent verbal communication and active listening in person and via phone or virtual platforms are required. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus. The employee may be present in emotionally charged or high-stress environments, requiring sustained attention and situational awareness. The work environment is an office setting and noise level in the work environment is usually moderate the employee is occasionally exposed to outside weather conditions. Regular attendance is required. The employee must adhere to Agency policies regarding use of time off.

Equal Employment Opportunity

SCCS is an Equal Opportunity Employer. All qualified applicants receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other characteristic protected by law.

Accessibility & Accommodation

SCCS provides reasonable accommodations for individuals with disabilities throughout the application, interview, and employment process, and for qualified individuals with a disability to perform the essential functions of the position. If you need an accommodation to apply or participate in the hiring process, please contact our Human Resources Department.

3 YEARS OF EXPERIENCE REQUIRED

Summit County Children Services 264 S. Arlington Street Akron, OH 44306 Work Schedule: Monday-Friday; 8:00am to 4:00pm or 8:30am to 4:30pm Pre-Employment Testing Requirements: Pre-employment Drug and Alcohol Testing, Criminal Background Check, Driving Record Check