Job Description

Posting number: 11179-HR

Department: 2002 - Public Utilities - Water

Division: 200288 - Distribution

Job classification: Assistant Administrator II

Posting type: Open

Categories: Administration

Summary

Assistant Administrator II

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

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.