Office Assistant, Public Safety Institute

Location
Cleveland, OH
Posted
Jun 14, 2018
Institution Type
Community College

diversity employer



Department: Public Safety Institute

Location: KeyBank Public Safety Training Center

Reports To: Director, Police Academy

Recruitment Type: External/Internal

Requisition ID: req368

Employment Type: Full-Time Support Staff

Vacancy Number: 035-19

Union Position: Non-Union

Work Schedule: Standard College Hours: M-F, 8:30am-5pm

Number of Openings: 1

Job Description:

SUMMARY

Provides a full range of secretarial and scheduling support to both the supervisor and department.

ESSENTIAL FUNCTIONS
  • Provides a full range of secretarial and scheduling support
  • May manage the state mandated paperwork for the department, as well as required college documents
  • Answers phones and screens incoming calls and mail; responds independently to inquiries, drafts responses for leadership review or refers as appropriate
  • Coordinates and arranges schedules and meetings, make appointments, prepares agendas, reserves and prepares facilities
  • Establishes and maintains general files and records
  • May manage supervisor's calendar and schedules his/her appointments
  • Arranges programs, events, or conferences at other venues by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budgets
  • Creates, maintains and tracks applicable departmental information
  • Composes and prepares both routine and confidential correspondence, letters, memos, forms, reports and other documents
  • May prepare records, agendas, notices and minutes
  • May provide clerical support to the faculty evaluation process
  • May attend meetings and transcribes notes
  • May arrange travel plans and itineraries and compiles documents for travel-related meetings
  • May provide functional supervision to part-time clerical staff, work-study students and student assistants as needed
  • Performs other duties as assigned



Qualifications:

REQUIRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING
  • Associate's Degree and a minimum of two (2) years; OR a High School Diploma (or equivalent) and a minimum of three (3) years of:
    • Demonstrated experience in an administrative role with scheduling responsibilities in a fast-paced, multi-client environment
    • Demonstrated experience making sound decisions that affect a work unit or team
  • Significant related experience may substitute for education

KNOWLEDGE, SKILLS and ABILITIES
  • Possess strong organizational and time-management skills
  • Possess excellent written, verbal and interpersonal communication skills
  • Ability to foster a team environment and work collaboratively
  • Ability to research effectively
  • Works accurately with great attention to detail
  • Excellent customer service skills and proven ability to develop and sustain productive customer relationships
  • Ability to effectively accept direction from multiple levels of the College in various departments
  • Possess working knowledge of administrative and scheduling concepts, practices and procedures with the ability to apply to varied situations
  • Demonstrated basic proficiency in Ad Astra or an equivalent program
  • Demonstrated basic proficiency with Microsoft Outlook, Word, Excel and PowerPoint
  • Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity
  • Ability to collaborate on significant projects
  • Possess sensitivity to appropriately respond to the needs of a diverse population

CRITICAL COMPETENCIES
  • Service Focus
  • Communications
  • Quality of Work


VERY IMPORTANT COMPETENCIES
  • Collaboration
  • Adaptability


IMPORTANT COMPETENCIES
  • Time Utilization
  • Continuous Improvement


PREFERRED QUALIFICATIONS

EDUCATION AND EXPERIENCE/TRAINING
  • Demonstrated experience making sound decisions that affect a work unit or team
  • Demonstrated experience in a role requiring diverse problem solving methods in a variety of situations

PHYSICAL DEMANDS/WORKING CONDITIONS

(The 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.)
  • The work is performed in a normal, professional office environment;
  • The work area is adequately lighted, heated and ventilated;
  • Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingers using a computer mouse and keyboard to type. However, there may be some walking; standing; bending; carrying of light items such as papers, files, pamphlets, books, etc.;
  • Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite



Special Note:

Special Note:

Special Instructions to Applicants: During the application process, you may be required to attach a cover letter and/or resume. It is recommended that you have these documents ready to be attached electronically to the online application. This system accepts only MS Word or PDF attachments. Any employment with the College is contingent upon satisfactory completion of a background check and drug screen.

Affirmative Action Statement: Cuyahoga Community College is committed to attaining excellence through the recruitment and retention of a qualified and diverse workforce. Cuyahoga Community College is an equal employment/educational opportunity institution.

PI102930543

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