Administrative Assistant

Administrative Assistant

The Cuyahoga County Board of Developmental Disabilities is seeking two full-time Administrative Assistants to perform a wide variety of administrative, technical, and clerical duties, some which may be complex in nature. Provide excellent customer service to visitors to Cuyahoga DD buildings, callers, and Cuyahoga DD staff who require administrative assistance. The nature of work will include, but is not limited to the following:

• Provide an excellent customer experience for all who access services from Cuyahoga DD, both internal and external.
• Support various Cuyahoga DD staff/functions as needed to complete clerical duties including but not limited to photocopying, faxing, scanning, indexing, assembling binders, and preparing mailings.
• Provide front desk coverage at any administrative building as needed. This may be for full days or filling in for breaks and absences. When working at the front desk, provide excellent customer experiences by greeting and welcoming visitors to the building and linking them with Cuyahoga DD staff as needed. Screen all visitors and follow sign-in procedures to ensure the safety of guests and staff. Assist visitors by providing information or physical help.
• Answer phone calls or switchboard calls with efficiency and friendliness. Relay messages and handle routine questions for staff, family members, individuals, or the community. Transfer calls to the proper party.
• Receive, sort, and distribute incoming USPS and inter-office mail to the appropriate individuals. May process outgoing U.S. mail and monitor the use and funding of the postage machine. Reconcile returned mail and notify appropriate staff for updates.
• Following Board practices, respond to unexpected/high priority issues or emergencies. Interact with all parties as needed to resolve issues and ensure proper procedures are followed with respect to the facility as directed.
• Assist with purchasing and billing tasks as directed. This may require communicating directly with vendors and/or providers.
• Assist with preparation for presentations and events as needed.
• Maintain documents, files, databases and reports as required, as well as provide technical assistance such as creating and updating spreadsheets, tracking contracts, program data and spending, and maintaining databases.
• May be designated to administer specific functions. For example, but not limited to: eCertify certified mail; petty cash for Support Administrators to make emergency purchases for individuals; transport interoffice mail; order business cards.
• Efficiently operate various pieces of office equipment. Copy/scan/fax machines, electric binding machine, electric folding machine, laminator, document shredder. Assist staff with troubleshooting office equipment.
• Manage, maintain, stock, and purchase office equipment and supplies as needed.
• Maintain building equipment and inventory records, preventative and repair maintenance programs and schedules, if requested.
• The department or team assignment may influence the specific duties performed; therefore, the position will perform other duties as assigned.

Personal Contacts: Frequent contact with staff and general public.

Essential Knowledge, Skills, & Abilities:

• Demonstrate excellent customer service skills. Ability to interact with others with understanding and empathy and respond to issues in a way that results in a positive outcome for people seeking supports.
• Basic knowledge of Cuyahoga DD programs and services to answer routine questions and/or channel calls appropriately.
• Proficient in the use of Microsoft Word, Outlook, PowerPoint, and Excel.
• Ability to maintain a professional and courteous attitude towards visitors and callers, and staff.
• Ability to work with minimal supervision and to set own priorities.
• Excellent written and verbal communication skills.
• Ability to accurately organize and record data, maintain computer database of information, organize various records and files, and update and provide reports as needed using various Cuyahoga DD and DODD software and systems.

Location: We have two openings, one located in downtown Cleveland and one in Parma, Ohio.

Fantastic Benefits: All newly hired employees in this position walk through the door earning:

• Over 40 paid days off a year, including holidays.
• A great government Pension through Ohio PERS.
• Low Cost Major Medical insurance.
• Free Dental, Vision Life, and Temporary disability Insurance
• Professional Development Reimbursement each year.
• Membership dues reimbursement each year.
• Mileage Reimbursement at the IRS rate.
• Working here qualifies for the Public Service Loan Forgiveness program.
• Flexible Spending Account
• Tuition Reimbursement
• Annual Pay Increases, and so much more.

If you would like a much more comprehensive look at the benefits package, click HERE to download a pdf with more detailed information.

Starting Salary: The salary listed in the header is the base salary for any employee hired into Pay Schedule B. The full salary range for all current employees in this pay schedule is $39,615 to $63,385---however, that is NOT the salary range for new hires. New hire salaries are determined based on many factors including the breadth and depth of the knowledge, skills, education and experiences brought by the candidate. It is Cuyahoga DD's intent to pay each employee a salary that is reasonable and competitive based on the market rate for the position, while also considering not only internal equity but also the budgetary constraints.

Qualifications

• High school diploma required.
• Five years of secretarial experience required.
• Three years of computer applications experience including word processing and database maintenance required.
• Education in secretarial or business school beyond high school desirable.

Notice: This position does NOT require that candidates have a driver's license as there is no driving on work time. However, the screening questions you will be asked to complete will ask about a driver's license because 99% of our jobs do require one. Simply answer N/A. We will not be looking for any driving credentials for this position.

Application Procedure:

• All applicants must apply ONLINE.
• External applicants are required to upload a resume that shows a detailed work history. This is important because this agency no longer requires that applicants complete an employment application. Therefore, the only way we will be able to review your employment history and ascertain your background and experience is through your resume. You are also encouraged to upload a cover letter that outlines your interest in this position. Resumes and letters are uploaded on your profile page once you apply for this position. Failure to provide a resume that outlines your work history will remove you from consideration.
• Current Cuyahoga DD employees are required to upload at least a detailed letter of interest that outlines your interest in this position and highlights your qualifications for this position.
• All candidates are asked to create an online profile and you may be asked to answer a series of questions.
• Immediately after applying, you will receive a confirmation of receipt by email. If you do not receive that email, check your spam folder. For any further questions about the application process, see the FAQ link below.

Application Deadline: Open until filled.

Equal Opportunity, Diversity, and Inclusion: The Cuyahoga County Board of DD is committed to treating every individual, family, employee, and applicant with dignity, respect and compassion regardless of a person's sex, ancestry, national original, race, color, age, religion, disability, military or veteran status, sexual orientation, gender identity/gender expression, genetic information, or social, economic or political affiliation.

Compassion, trust, and mutual respect are at the core of our commitment to diversity and inclusion. The Cuyahoga County Board of DD fosters and promotes an inclusive environment that leverages the unique contributions of diverse individuals and organizations in all aspects of our work. We know that by bringing diverse individuals and viewpoints together we can collectively and more effectively create opportunities for a better life for the individuals we support. Diversity and inclusion are at the heart of what it means for people with developmental disabilities to live, learn, work, and play in the community.

Privacy and Security Notice: By applying for positions with the Cuyahoga County Board of Developmental Disabilities you are accepting that you have reviewed and understand our Applicant Privacy and Security Notice provided by clicking HERE.

- Individuals who may need assistance with the application process should contact Human Resources.

- Questions about the application process? Review answers to our FAQs here: FAQs and How to Contact H.R.

Background Checks Disclosure: