Assistant Administrator II

City of Cleveland, OH; Cleveland (OH); On-site; USD 55,000 - 85,000; Full time

Job summary

City of Cleveland seeks an experienced Assistant Administrator II to provide advanced administrative and operational support to executive leadership. The role includes preparing complex documents, coordinating schedules and meetings, and liaising with staff and external stakeholders.

You will analyze information for decision-making, manage sensitive material, and use Cityworks, Accela, and financial systems to support department operations. No supervisory duties are included.

Qualifications

• Bachelor’s degree in Business Administration, Public Administration, or closely related field preferred.

Responsibilities

• Serves as Assistant Administrator II in the D&M Service and Maintenance section.
• Utilizes Cityworks to schedule, plan, track, review and create reports related to cost of work requests.
• Manages the Accela system.
• Assists with obtaining materials and services using the Advantage Financial System, tracking expenditures, and creating requisitions.
• Coordinates with Vendors to obtain quotes for equipment, materials and services.
• Assists with departmental budget administration.
• Prepares specialized reports.
• Interacts with divisions across the City of Cleveland.

Skills

Office Suite

Communication

Time management

Independent judgment

Organizational skills

Attention to detail

Education

Bachelor’s in Business Administration or Public Administration

Tools

Cityworks

Accela

Advantage Financial System

Microsoft Office

Job description

Assistant Administrator II

Under general direction, provides advanced administrative and operational support to executive or senior-level leadership. Prepares complex correspondence, reports, presentations, and confidential documents. Coordinates and manages schedules, meetings, and high-level communications. Serves as a liaison between leadership, staff, departments, and external stakeholders. Assists in tracking projects, initiatives, and departmental priorities. Reviews, compiles, and analyzes information to support decision-making. Exercises independent judgment in handling sensitive and confidential matters. Utilizes various systems and software to support departmental operations. Performs related duties as required. This classification does not include supervisory or managerial responsibilities.

• Bachelor’s Degree in Business Administration, Public Administration, or closely related field preferred.


• Four years of full-time paid experience in office administration, executive administrative support, or related administrative role in government or private industry required.


• Any equivalent combination of education, training, and experience may substitute for the required experience on a year-for-year basis.


• Advanced proficiency in office software and systems (e.g., 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 with attention to detail and the ability to handle confidential and sensitive information.


• Ability to exercise independent judgment, prioritize assignments, and coordinate multiple tasks or projects.

Primary Responsibilities

• Serves as Assistant Administrator II in the D&M Service and Maintenance section.


• Utilizes the Cityworks (Work Management System) to schedule, plan, track, review and create reports related to cost of work requests performed by the skilled trades.


• Manages the Accela (Street Opening Permit) system.


• Utilizes the Advantage Financial System to assist with obtaining materials and services, tracking project expenditures, create requisitions and delivery orders.


• Coordinates with Vendors to obtain quotes to purchase specialized equipment, materials and services.


• Assist with departmental budget administration.


• Prepares specialized reports.


• Interact with various divisions throughout the City of Cleveland.

Preferred Requirements

The preferred candidate will present a resume and/or credentials that demonstrate the following knowledge, skills and abilities:

• Demonstrated knowledge of and experience with Cityworks or similar Work Order Management Systems including executing quality assurance processes.


• Demonstrated knowledge of and experience with a Financial System.


• Experience managing procurement activities to include preparing purchase requests, coordinating with vendors, obtaining quotes, and purchasing specialized equipment, materials, and/or services.


• Knowledge of and experience with budget administration and financial tracking.


• Demonstrated evidence of exceptional time management skills and the ability to support multiple projects and/or assignments simultaneously.


• Organizational skills and the aptitude to maintain records, schedules, and reports.


• Experience managing changing priorities and working effectively in a fast-paced environment.


• Preferred Certifications include project management related certifications, Certified Administrative Professional (CAP), procurement-related certification (NIGP/CPPP), Microsoft Office Specialist (Excel), or other certifications demonstrating proficiency in project coordination, business operations, procurement, budgeting, or administrative management.


• Valid State of Ohio Driver’s License.

https://www.clevelandohio.gov/city-hall/departments/human-resources/total-rewards

The City's guiding principles are as follows: Placing Clevelanders at the Center, Empowering Employees to Do Purposeful Work, Defining Clear and Pragmatic Objectives, Leading with Trust and Transparency, Striving for Equity in All We Do, and Embracing Change. All City employees are responsible for embracing and carrying out these principles in all that they do.