Office on Aging (Office Assistant)

Administrative Assistant for the Office on Aging

The City of Cleveland Heights is seeking a highly organized, detail-oriented, and customer-focused Administrative Assistant for the Office on Aging. This position provides essential administrative and clerical support to ensure the efficient daily operations of the Office on Aging and Senior Activity Center, with emphasis on administrative organization, recordkeeping, transportation coordination, and customer service.

Essential Duties & Responsibilities:

• Provide administrative and clerical support to the Office on Aging Supervisor and departmental staff.
• Prepare, proofread, and distribute correspondence, forms, reports, and meeting materials.
• Maintain departmental records, client files, and data for operational and grant reporting purposes.
• Assist with program coordination, registration, and communication with participants and volunteers.
• Maintain office organization, supply inventory, and purchasing records.
• Serve as the central contact for transportation scheduling and communication.
• Receive ride requests from the Office Assistant; confirm ride details with residents and finalize daily schedules.
• Communicate route assignments, schedule updates, and client needs to drivers.
• Maintain transportation and trip logs, ensuring accuracy and accountability.
• Process van trip donations, prepare deposits, and maintain related financial documentation.
• Facilitate and support general departmental communication through varying forms of correspondence.
• Other duties as required.
• This position is required to perform administrative activities with minimal supervision, will use independent judgment and is required to display and implement the knowledge of operations and policies of the City, Office on Aging and the Parks & Recreation Department.

Supervisory Responsibilities: None

Qualifications:

• Knowledge of office procedures and equipment
• Customer service principles
• Recordkeeping principles
• Keyboarding techniques
• Filing procedures and practices

Skill in:

• Proficient in using computers and software applications.
• Adept at keyboarding and operating modern office equipment.
• Skilled in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel), shared drives, and online scheduling platforms.
• Experienced in learning, implementing, and utilizing new or emerging technologies, databases, and AI-assisted tools to improve efficiency, recordkeeping, and communication.
• Proficient in digital communication and file management
• Preferred: experience with basic social media or online outreach platforms.

Ability to:

• Prepare and proofread a variety of reports and documentation.
• Maintain inventory and supplies.
• Prioritize work and perform multiple tasks efficiently.
• Work independently with minimal supervision.
• Exercise sound judgment and discretion.
• Collect, compile, and organize data.

The candidate should be able to interpret a variety of instructions, both oral and written, and apply critical thinking skills to resolve mathematical, technical, and analytical problems. Strong knowledge of Cleveland Heights and the surrounding neighborhoods is preferred. Reliable attendance and punctuality are essential.

Additional Information:

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical demands: Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Work environment: Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.

The City of Cleveland Heights is an equal opportunity employer (EOE) committed to an alcohol/drug free workplace and to providing equal opportunities regardless of age, race, color, gender, religion, national origin, marital status, veteran status, disability or any other legally protected status.