CITY OF MAPLE HEIGHTS JOB OPENING
Position Summary
The Administrative Assistant provides professional administrative and customer service support for the Human Services Department team and also serves as the coordinator of adult development activities at the Maple Heights Senior Center. This in-office position serves as the first point of contact for residents, maintains confidential records, coordinates office operations, and assists staff with programs that support seniors, families, residents, and other community members. Work may also include working at the Food Pantry, home-delivered meals, the mobile market, and various City events. The position requires excellent organizational, communication, and customer service skills while maintaining confidentiality and professionalism. Occasional evening and weekend hours are required.
Essential Duties and Responsibilities
- Greet visitors and respond to phone calls, emails, and public inquiries regarding Human Services programs and services professionally and courteously. Research and refer to other departments and organizations as needed.
- Activities Coordinator for Adult Development programs.
- Register clients for congregate meals and adult development activities.
- Maintain congregate meal data and weekly meal orders.
- Manage permits (pavilions, garage sale, and related facility use).
- Provide administrative support to department staff including youth programs.
- Frequent use of Microsoft Office Suite, Outlook, and Canva.
- Schedule appointments, meetings, and community outreach events.
- Help organize events, meetings, and special projects.
- Prepare correspondence, reports, presentations, and other documentation.
- Maintain confidential client files and department records in accordance with applicable privacy protocols and city policies.
- Process invoices, requisitions, purchase orders, reimbursements, and payroll in VIP.
- Assist with data entry, database management, and preparation of reports.
- Order and manage office supplies, equipment, and departmental inventory.
- Assist with grant documentation, reporting, and recordkeeping., including maintain confidential staff files and background checks.
- Maintain confidentiality of sensitive company information.
- Collaborate with other city departments and community organizations as needed.
- Maintain office filing systems, records, and databases; records retention and destruction.
- Assist with meal delivery on a weekly basis.
- Hours may vary with events and activities. Some evenings and weekends may be required.
- Other duties as assigned.
Knowledge, Skills, and Abilities
- Knowledge of office administration principles and practices.
- Strong customer service and interpersonal skills.
- Excellent verbal and written communication skills.
- Ability to maintain confidentiality and handle sensitive information.
- Strong organizational skills with the ability to prioritize multiple tasks.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
- Ability to learn department-specific software and database systems.
- Attention to detail and accuracy.
- Ability to work independently and as part of a team.
- Ability to interact respectfully with individuals from diverse backgrounds.
Minimum Qualifications
- High school diploma or GED required; associate degree in Business Administration, Public Administration, or a related field preferred.
- Two to four years of progressively responsible administrative or clerical experience, preferably in local government, social services, healthcare, or a nonprofit organization.
- Valid driver's license with acceptable driving record.
- Equivalent combinations of education and experience may be considered.
Preferred Qualifications
- Experience working in a municipal government or Human Services environment.
- Experience with records management, client databases, or case management systems.
Working Conditions
- Primarily performed in an office environment.
- Frequent interaction with the public and community partners.
- Regular use of computers, office equipment, and standard office software.
- Occasional evening or weekend work may be required for community events or meetings.
This description reflects the general responsibilities of the position and is not intended to be an exhaustive list of all duties or responsibilities assigned.
Candidate must successfully complete background check and drug screen prior to hire.
Applications available at www.CityMapleHeights.gov and City Hall - 5353 Lee Road, Maple Heights, OH 44137 attention HR or email to [email protected]. EOE, drug/smoke free workplace.
QUALIFIED RESIDENTS ARE ENCOURAGED TO APPLY
Job Type: Full-time
Pay: $14.42 - $35.12 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
