Administrative Assistant

Job TitleIncumbents 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 DutiesProvides 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 documentsCompletes, collects, and processes a variety of documents and forms, which may include correspondence, reports, memos, notices, brochures, permits, and/or other related materialsPerforms 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 processingReceives 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 rulesPrepares and maintains specialized files and documents utilizing prescribed methods related to case records, recorded documents and court actionsMaintains appropriate inventory levels within assigned area of responsibility; requisitions supplies in conformance of current budgetary levelsMaintains regular attendance and punctualityPerforms other duties of a similar nature or levelTypical QualificationsKnowledge of:Modern office procedures and equipmentCustomer service principlesRecordkeeping principlesBasic mathematical conceptsFiling procedures and practicesEnglish language, grammar, and punctuationPrinciples and practices in area of assignmentSkill in:Using modern office equipmentKeyboardingUsing a computer and related software applicationsAbility to:Exercise independent judgment and discretionPrioritize work and perform multiple tasksPrepare, maintain, proofread and process a variety of forms, reports, records, files and/or documentationMaintain inventory and suppliesPrepare meeting agendas and minutesProvide customer serviceCommunicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work directionSupplemental InformationHigh 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.BenefitsThe City of Cleveland Heights offers permanent full time employees an excellent benefits package!Comprehensive Medical & Dental PlanPaid Time OffLife InsuranceDeferred Compensation PlansEmployee Assistance Program