Assistant Administrator

Assistant Administrator

The Department of Public Safety, Public Safety Administration, is the executive office that oversees and provides administrative support to its several safety divisions comprised of the divisions of Police, Fire, Emergency Medical Services (EMS), Animal Care & Control (AC&C), and Corrections. Public Safety Administration is located within Cleveland City Hall in a large, shared office space which requires controlled access and assistance with general administrative duties.

Under general direction, the Assistant Administrator performs duties involving divisional or departmental personnel and medical records, general clerical duties, and project/program based administrative duties. The Personnel Assistant should be organized, detail-oriented and customer-focused, already versed in working in a highly professional environment, managing multiple job-related duties and performing diverse confidential administrative and supportive duties as part of daily operations.

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 communication skills with attention to detail.

Examples of Duties:

• Answer phones, greet visitors, and direct visitors to the appropriate office.
• Perform clerical and administrative duties, such as composing correspondence (including letters, emails, memos, reports and other assigned items).
• Perform clerical and administrative duties in support of various fiscal, payroll, personnel, medical, infrastructure, recruiting and other functions of the Department as assigned by the Director.
• Create and maintain filing systems, both electronic and physical.
• Assist in responding to all requests for information from both internal and external requestors.
• Coordinate employee leave of absence records for presentation to the Medical Director.
• Maintain medical records in accordance with established processes and adhere to strict confidentiality law requirements.
• Independently answers inquiries and acts or makes referrals in a timely manner.
• Create and manage agendas and meeting minutes.
• Serve as point of contact between employees and Public Safety Division reps.
• Coordinate services procured through third party service providers.
• Exercise discretion and maintain confidentiality of public safety information and data.
• Maintain limited access to the Public Safety Administration general office area
• Performs any other duties assigned by the Chief Director of Public Safety as required.

Additional Qualifications:

• A high school diploma or GED is required.
• Two (2) years' full-time paid experience in Human Resources, Personnel, Civil Service, or other administrative office is required.
• Experience in public government office administration is preferred.
• Must possess a valid State of Ohio Driver's License (Those persons who live or work outside of Ohio must have the ability to obtain one within 60 days of the date of hire). Must possess the following skills: Strong computer skills - Microsoft Office and the ability to quickly learn software utilized by the Department and other related governmental software; Strong oral and written communication - including the ability to make presentations throughout the Department; Excellent interpersonal skills.
• Light physical effort in sedentary to light work. May involve some manipulation of lightweight items (5-10 pounds). May involve extended periods of time at a keyboard or workstation.

Preferred Qualifications:

• Experience in public government office administration is preferred.
• Demonstrated history of strong time management and multi-tasking ability.
• Knowledge and experience with worker's compensation claims.
• Understanding of state and federal ADA & FMLA regulations.
• Ability to certify under HIPPA requirements.
• Demonstrated experience working with diverse neighborhoods or communities.

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.