Assistant Administrator bei City of Cleveland, OH

About the Department

Position Duties

Under general direction, performs major daily and project/program based administrative duties. Recommends and administers divisional/departmental policies and procedures. Prepares regular and special reports related to divisional/departmental operations. Performs other job-related duties as required.

Minimum Qualifications

Bachelor's Degree in Business/Public Relations or closely related field from a four-year accredited college or university required.  Two years of full-time paid experience in government or private industry office administration required.  (Substitution:  Two years of any equivalent combination of education, training and experience may substitute for each year of college education lacking.)  Must be able to operate a personal computer with Microsoft Office Suites.

Other Qualifications

Duties:

• Serve as Petty Cash Custodian: manage receipts, input reimbursements in Advantage, and reconcile reports
• Create and maintain non-sales revenue sheet to track payments
• Pick up and distribute mail to office staff
• Maintain weekly attendance reports received from staff and manage the vacation calendar for Executive Commissioner
• Monitor and respond to voicemail messages from general line
• Organize and archive office files related to scheduling, concession agreements, and general documentation, including preparation for incoming new year records
• Track all Sales Event bookings using the Calendar of Events spreadsheet (SharePoint) 
• Coordinate City of Cleveland meeting room bookings and inter-departmental meetings; provide meeting request forms and arrange necessary services
• Manage meeting signage and maintain the monthly in-house staff calendar 
• Schedule monthly mandatory staff meetings in coordination with the Commissioner 
• Collaborate with Sales Managers to send Concession Agreements with Clients on how to submit concession agreements and associated documents in a timely manner
• Collaborate with Sales Managers to send Concession Agreements and guide Clients on timely submission of required documents 
  • Oversee Sales Client Concession Agreements upon receipt of the Sales Sheets 
    • Create concession agreement folders and copy the Sales Manager on all documents
    • Track Client documents (W9, Certificate of Insurance, signed agreements) on the Calendar of Events spreadsheet
    • Handle deposits from Clients to Treasury
• Obtain and track signatures from relevant City departments and leadership (e.g., Department of Law, Director, Assistant Director, Commissioner)
• Distribute executed documents to Clients via mail or email
• Serve as Administrative Assistant to Executive Commissioner and manage her calendar and appointments
• Prepare meeting agendas, take minutes, and follow up on action 
• After the Sales Event, tally cash and credit card receipts and create a Receiving Warrant in Advantage to deposit at Treasury
• Manage the Revenue Sheet from Caterers commission information
• Order office and janitorial supplies when needed
• Perform other duties as assigned