Administrative Assistant

Administrative Assistant

Under direct supervision, the Administrative Assistant provides administrative and clerical support to a department with the Cleveland Metropolitan School District. Responds to information requests, processes purchasing orders and legal documents, writes correspondence, arranges conference calls, meetings, and manages calendars, etc.

Duties and Responsibilities:

• Greets visitors and callers and answers questions. Routes visitors/callers to the appropriate educator's member for assistance
• Maintains all purchasing and budgeting functions for the department
• Schedules and arranges meetings. Coordinates logistics of meeting room setup, ensures equipment is working properly, and provides materials for the meeting
• Assists with memos, letters, and electronic transmissions to internal employees and external customers, both incoming and outgoing
• Maintains department efficiency goals, generates reports, electronic documents, and presentations
• Assists department with filing and organizing secure documents.
• Coordinates travel for the department educators. Arranges air, hotel, and rental car reservations as needed
• Assists school educators with login information for the department's systems as needed
• Assists with preparing background documents and materials for presentations and summarizes reports and documents for management
• Maintains weekly time-off calendar for division educators, ensuring accurate reporting to the payroll department of educators' work schedules
• Assists with updating department information on District website
• Networks with peers within comparable school Districts to share best practices and explore opportunities to proactively explore new programs/services to meet the needs of scholars
• Monitors budget(s) of assigned functional unit and submits budget requests for consideration and approval
• Develops and analyzes data & metrics for the division
• Develops and extracts reports from databases for delivery to internal and external stakeholders
• Gathers and organizes documents to satisfy public records requests or other reporting obligations
• Collaborates with internal and external partners on special projects as assigned
• Participates in professional development activities (i.e., meetings, seminars, conferences, etc.) to improve and remain abreast of professional & legislative advancements & innovations.
• Remain abreast of changing and emerging technologies
• Performs other duties as assigned

Level of Supervision

• No supervisory responsibilities

Minimum Qualifications:

• High School Diploma or GED
• Minimum of two years of experience in administrative support
• Valid driver's license, reliable transportation, and auto insurance
• Knowledge of organizational procedures and practices
• Excellent research skills, including internet research
• Interpersonal skills necessary to productively assist department leaders in business planning and decision-making
• Skilled with interfacing with District educators, scholars, parents, and the general public to address sensitive topics
• Demonstrated strong proficiency with general office technologies (i.e., PC, tablets, etc.), virtual meeting platforms (i.e., Zoom, Teams, etc.), software packages (i.e., Microsoft Office). Proficiency with enterprise technologies & databases (i.e., Workday, eSchoolPlus, SchoolNet, BoardDocs, Poll Everywhere, Power BI, and others), online data management systems, and data collection methodology
• Project management skills necessary to successfully implement a variety of complex projects
• Good analytical, organizational, decision-making, collaboration, and problem-solving skills
• Strong customer service, verbal and written communication, and presentation skills
• Strong interpersonal relationship skills including cultural sensitivity & competence
• Ability to operate a variety of office equipment including fax, scanner, copy machines, postal machines, printers, etc.
• Ability to use business vocabulary to effectively represent the District
• Demonstrated ability to handle problem situations in a tactful, courteous, and respectful manner
• Ability to preserve confidentiality of scholar and District information
• Mathematical aptitude to monitor budgets

Working Conditions/Physical Demands

• Expected moving, walking, and standing consistent with an office environment and occasionally lifting up to 15 pounds
• While performing the duties of this job, the employee is regularly required to stand, walk and sit; use hands to finger, handle, or feel; and reach with hands and arms
• The employee is frequently required to talk and/or hear.
• Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus
• While performing the duties of this job, the employee is exposed to a normal office environment
• Local travel may be required for training/meetings

To Apply

Please submit your resume and application using Workday, our online human capital management system. Please note that an offer of employment will be subject to the successful completion of an FBI/BCI background check and drug screen.

EEO Statement

We believe that equity and inclusion at CMSD is an essential call to action, a catalyst to ensure value and appreciation among all our employees, so we may be fair and welcoming now and in the future. CMSD provides equal opportunities for employment, retention and advancement of all personnel by administering all terms and conditions of employment regardless of race, color, ethnicity, ancestry, national origin, sex, disability or genetic information, age, citizenship status, military status, sexual orientation or expression, socio-economic status, title, other dimensions of identity, or any other characteristic protected by law.