Job Description

Posting number: 10895-HR

Department: 3001 - Port Control

Division: 300140 - Pc Arff

Job classification: Assistant Administrator II

Posting type: Open

Categories: Airports

Examples of duties

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.

Qualifications

· 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.

Supplemental information

Additional Requirements:

• Must successfully complete a Transportation Security Administration (TSA) 10-year fingerprint-based Criminal History Records Check and employment background check and Security Threat Assessment.
  
• Must be able to pass a pre-employment physical and drug test.
• Must be able to lift and carry a minimum of 35 pounds.
• A valid State of Ohio Driver’s License is required.

Responsibilities:

• Assists section with work order management, including but not limited to: Work Order creation, issuance, tracking, closure, development of PM Plans, tracking equipment and labor hours, user setup, asset data input, etc. Additionally, will conduct QA reviews of Work Orders for accuracy, publish reports for management review and assist all users with system functions.
  
• Collaborates with section leadership to develop Standard Operating Procedures for all work functions.
• Responsible for the retention and upkeep of system records including but not limited to: Material Safety Data Sheets (MSDS), as-built drawings, specifications, operations and maintenance manuals, and asset management data.
• Perform administrative functions including but not limited to: collecting and imputing payroll documentation, tracking benefit time requests, scheduling & bid collection, mail distribution, balances and overtime usage, preparing training materials and presentations and providing written or verbal updates to leadership on assigned projects.
• Assists with budget development and section procurements including ordering supplies/materials, services, and processes requisitions and payments.
• Maintain and update calendars, coordinate and arrange complex meetings, conference calls, webinars and events with internal and outside parties for leadership and assigned staff. Ensure all audio and visual equipment is functional prior to the start of every meeting.
• Coordinates travel arrangements and submit expense reports for leadership and assigned staff.
• Must be able to maintain strict confidentiality of organizational information.
• Will be responsible for receiving and directing calls for the section as well as supporting all levels of leadership with clerical and administrative functions as needed.
• Maintains and monitors departmental operational policies and procedures that enforce ordinances, uphold regulatory rules and guidelines, and protects life and property at DPC facilities.
• Maintains a positive working relationship with peers, leadership and team members. Fosters a collaborative culture that sustains the momentum around employee engagement and inclusion, innovation, value growth and continuous improvement.
• Promotes and ensures compliance with occupational health and safety management policies, procedures, and programs to minimize employee accidents and to promote a safe work environment.
• Performs other duties as required.

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.