Senior Administrative Assistant

Performs intermediate skilled administrative support work receiving and handling requests, inquiries, and complaints, distributing incoming and outgoing mail, overseeing and maintaining financial records, performing data entry, managing and maintaining database, maintaining records and files, and related work as apparent or assigned.

Answering incoming calls, provides information, takes messages and forwards calls, responds to inquiries made in person and via phone. Maintains confidentiality of sensitive personnel matters.

Work is performed under the limited supervision of the assigned supervisor. Limited oversight is exercised over assigned personnel.

Essential Functions

• Manages and maintains all financial records for assigned department; receives cash, checks, and receipts and forwards to Finance Department; receives invoices and processes payment in Munis.
• Manages assigned department's data and programs; performing data entry; maintains records and files; prepares reports.
• Receives, sorts, processes, and distributes incoming and outgoing mail.
• Maintains assigned website content and events calendar.
• Manages supply and equipment inventory and places orders as needed.
• Oversees assigned personnel and covers for them in their absence.

Knowledge, Skills and Abilities

General knowledge of principles of governmental organization and administration; thorough knowledge of modern principles, practices, theories, techniques, laws, rules and regulations, policies and procedures relating to the department and the City; thorough knowledge of standard office methods and procedures.

Skill in the use of personal computers, associated software packages, hardware, and peripheral equipment; skill in basic bookkeeping; skill in Microsoft Suite programs and applications; skill in problem-solving, research, organization, and time-management; skill in data entry. Takes and transcribes minutes.

Assists with the administration of the following-- department inventory, business alarm licenses and false alarm letters, monthly, quarterly, semi-annual and annual reports, prepares Internal Affairs materials for case files, when needed, assists the Public Information Officer, keeps records for the Early Identification System and sends out monthly letters,

Ability to make basic and accurate arithmetic calculations; ability to prepare reports and statements; ability to understand, interpret, explain and apply policies and procedures; ability to communicate effectively orally and in writing; ability to gather and organize data and information; ability to exercise discretion and handle confidential information according to established procedure; ability to make sound decisions; ability to perform and organize work independently; ability to establish and maintain effective working relationships with associates, contractors, other departments, and the general public.

Education and Experience

Associates/Technical degree and extensive experience in office administration with supervisory or management experience, or equivalent combination of education and experience.

Physical Requirements

This work is sedentary and requires little to no exertion of force; work regularly requires standing, walking, sitting, speaking or hearing, using hands to finger, handle or feel, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and repetitive motions and occasionally requires climbing or balancing; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and operating motor vehicles or equipment; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements

May require possession of, or ability to obtain, specific licenses and/or certifications depending on departmental assignment.

Valid driver's license in the State of Ohio.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

The City of Shaker Heights does not hire individuals who use or test positive for tobacco or nicotine products.

EOE

Submit letter of interest and resume to human.resources@shakerheightsoh.gov.