Special Assistant

Must apply at cuyahogacounty.gov/human-resources

Department: Clerk of Courts

Anticipated Work Schedule: Monday through Friday, 8:30 AM – 4:30 PM

Reports To: Clerk of Court

Full Time or Part Time: Full Time

Regular or Temporary: Regular

Bargaining Unit: N/A

Classified or Unclassified: Unclassified

FLSA: Exempt

Essential Job Functions

Serves as a Special Assistant by providing high-level administrative support, conducting research, preparing statistical reports, managing information requests, and preparing confidential information. Performs general clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Safeguards and appropriately disseminates confidential information and secured court documents. Organizes, allocates, and sets priorities for utilizing resources in order to administratively support the agency. Maintains departmental calendars and arranges meetings and conferences, as needed. Performs a wide variety of other executive support, as required. Receives and screens communications and uses discretion to prioritize those requiring attention; facilitates and executes communication from agency management. Independently responds to routine letters and general correspondence. Receives and distributes information to various County departments and/or externally for the agency and designated staff. Ensures that routine administration has been carried out to specification, with quality and accuracy. Fulfills requests for information or reports. Performs routine analysis of information and provides regular support, accordingly. Maintains good public relations by greeting internal and external customers on behalf of the agency/department. Conducts special projects for the agency and acts as a liaison for agency stakeholders as needed. Assists department leadership team with related special projects. Represents the department to both internal and external stakeholders, as needed. Oversees and manages services by organizing office operations and procedures. Organizes, allocates, and sets priorities for utilizing resources in order to administratively support the agency. Delegates tasks to agency/department staff and other administrative staff on behalf of the agency Director. Assists in developing and implementing process improvements and efficiencies; Develops and maintains project management tracking systems and act as the agent of change for user technology adoption and integration, e.g., Teams, OneNote, SharePoint, remote meeting support, etc. Develops and recommends department procedures and systems; ensures smooth office operations. Creates, reviews and summarizes reports and documents; prepares background documents as necessary. Ensures integrity of data. Researches and analyzes routine to complex administrative projects. May orient new employees on department procedures, policies, etc. May receive and distribute incoming department mail; reviews and evaluates mail to identify items requiring priority attention. Provides follow up to assignments given to management staff; provides status reports, accordingly. Works with agency management to design and execute high-impact visual presentations; may serve as presentation coordinator/lead. Creates new content and/or updates existing content to convey key points through illustration or graphics. Collaborates closely with internal team members and subject matter experts to understand and interpret presentation focus and requirements. Updates existing presentation materials and incorporates feedback from internal stakeholders. Works with agency’s upper management team to schedule and provide coverage for Saturday cash handling operations. Attends inter/intra-department meetings with management, committee(s) and other meetings to gather information or to represent agency, recording meeting minutes/discussions. Builds and maintains relationships with agency stakeholders. Attends council and advisory board meetings, as necessary. Prepares agendas; composes routine correspondence. Organizes, classifies, and compiles documents and information. Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions. Provides project status updates and adjust deliverables as required. Performs other duties of a similar nature, as may be required.

Minimum Requirements

Associate degree, preferably in Administrative Assistant and Secretarial Science, or a related field of study; or candidate must have completed sufficient coursework towards a Bachelor’s degree in a declared major within a related field. Appropriate Secretarial Science, Executive, Administrative Assistant or other related certifications may also be substituted for the Associate degree requirement. Five (5) years of executive and/or administrative assistant experience reporting to an executive or senior level manager. Experience must consist of providing significant administrative support, presentation development, office management, and various other senior level administrative support. Excellent verbal and written communication and interpersonal skills. Must be able to effectively manage multiple tasks and assignments and demonstrate strong organizational skills in a fast-paced work environment. Proficiency with Microsoft Office or comparable software is required. Candidates must possess a valid driver’s license with a driving record in accordance with the County’s acceptable guidelines.

Application Process

This is an unclassified position. Human Resources will check your application to make sure you meet the minimum qualifications. HR helps the hiring department decide who to follow up with for interviews and then a job offer. Most of our communication with candidates is through email. Regularly check the email address you gave us in your job profile. Watch your Spam folder, just in case. If we offer you a job, you must pass a drug screen and background check before the offer becomes final. Prior criminal convictions do not automatically disqualify you from employment; the County looks at criminal convictions on a case-by-case basis using the guidelines in Chapter 306 of the County Code.

EQUAL OPPORTUNITY EMPLOYER

Cuyahoga County is committed to fostering a diverse and inclusive workforce, which includes building an environment that respects the individual, promotes innovation and offers opportunities for all employees to develop to their full potential. A diverse workforce helps the County realize its full potential. The County benefits from the creativity and innovation that results when people with different experiences, perspectives, and cultural backgrounds work together. The County is committed to providing equal employment opportunities for all individuals regardless of race, color, ancestry, national origin, language, religion, citizenship status, sex, age, marital status, sexual preference or orientation, gender identity/expression, military/veteran status, disability, genetic information, membership in a collective bargaining unit, status with regard to public assistance, or political affiliation. If you need assistance applying or participating in any part of the candidate experience, contact Human Resources at 216-443-7190 and ask to speak with a talent acquisition team member.

Job Type: Full-time

Pay: Up to $37.14 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Cleveland, OH 44115: Relocate before starting work (Required)

Work Location: In person