Real Estate and Departmental Administrator

City of Cleveland; Kentucky; On-site; USD 42,000 - 64,000; Full time

Job summary

The City of Cleveland is seeking a Real Estate and Departmental Administrator to provide administrative and operational support to assigned department. You will prepare routine communications, manage data and records, schedule meetings, and assist with project coordination.

The role requires an associate degree and two years of relevant experience, with proficiency in Microsoft Office and strong communication skills.

Qualifications

• Associates Degree in Business or Public Administration or closely related field preferred.
• Two years of full-time paid experience in government or private industry office administration required or equivalent.
• Proficiency in office software (Microsoft Office: Word, Excel, Outlook).
• Strong organizational, written and verbal communication skills with attention to detail.

Responsibilities

• Schedule and maintain Commissioner of Real Estate’s calendar.
• Maintain legislation tracking and surplus property determination spreadsheet.
• Monitor schedules for City Planning Commission and City Council Committee hearings.
• Submit and track Board of Control resolutions and related materials.
• Process invoices for professional service consultants.
• Assist with tracking submittals and law assignments.
• Assist with signature/notary documents.
• Recording and filing documents with Cuyahoga County.
• Scanning, filing, copying, and mailing documents.
• Answer department primary line.
• Retrieve citizen calls and web requests for resolution.
• Department Safety PPE and Safety Committee support.
• Participating in community engagement activities.
• Department liaison for ribbon cuttings.
• Other duties as assigned by the Director of MOCAP.
• Process invoices for professional service consultants (Engineering & Construction).
• Process payments and reimbursements for the non-compliant sidewalk programs.

Skills

Organizational skills

Written communication

Verbal communication

Attention to detail

Analytical skills

Creativity in problem solving

Sense of urgency

Customer service mindset

Goal setting & strategic planning

Ethical standards

Education

Associate degree in Business or Public Administration

Bachelor’s degree preferred

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

PowerPoint

Job description

Real Estate and Departmental Administrator

Under general direction, provides administrative and operational support to assigned department or division. Prepares routine communications including memos, correspondence, emails, reports, and other documents. Performs data entry and assists with compiling and organizing information. Maintains and updates office records, files, and documentation. Assists with coordinating projects, assignments, and departmental activities. Schedules meetings and responds to routine inquiries. Utilizes standard office software and systems to complete assigned tasks. Performs related duties as required.

Associates Degree in Business or Public Administration or closely related field preferred.

Two years of full-time paid experience in government or private industry office administration required, or any equivalent combination of education, training and experience may substitute for each year of college education lacking.

Proficiency in office software (such as Microsoft Office, including Word, Excel and Outlook).

Strong organizational, written and verbal communicatoin skills with attention to detail.

Detailed job description (this should describe the actual duties for the position)

Real Estate

• Schedule and maintain Commissioner of Real Estate’s calendar.
• Maintain legislation tracking and surplus property determination spreadsheet.
• Monitor schedules for City Planning Commission and City Council Committee hearings.
• Submit and track Board of Control resolutions and related materials.
• Process invoices for professional service consultants.
• Assist with tracking submittals and law assignments.
• Assist with signature/notary documents.
• Recording and filing documents with Cuyahoga County.
• Scanning, filing, copying, and mailing documents.

Administration

• Answer department primary line.
• Retrieve citizen calls and web requests for resolution.
• Department Safety Personal Protective Equipment and Safety Committee support.
• Participating in community engagement activities.
• Department liaison for ribbon cuttings.
• Other duties as assigned by the Director of MOCAP

Engineering & Construction

• Process invoices for professional service consultants.
• Process payments and reimbursements for the non-compliant sidewalk programs.

Preferred Qualifications

• Bachelor’s Degree from an accredited four-year college or university in Business or Public Administration, Real Estate, Construction, Social Sciences, or Master of Business Administration preferred.
• Two (2) years of any equivalent combination of education, training and experience in program administration required.
• Possess strong analytical skills and the ability to think creatively to address issues and solve problems faced by a large metropolitan area government.
• Demonstrate a sense of urgency and ability to work expeditiously in a deadline driven environment.
• Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work process, and work cooperatively and jointly to provide quality seamless customer service.
• Strong written and verbal communication skills.
• Ability to set goals and develop strategies and schedules for meeting goals.
• Dedicated to maintaining high ethical standards.
• Very good computer skills including but not limited to Microsoft Excel, Word, & PowerPoint.

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.