Assistant Administrator

Assistant Administrator

Under general direction, provides administrative and operational support to assigned department or division. Prepares routine communications including memos, correspondence, emails, reports, and other documents. Performs data entry and assists with compiling and organizing information. Maintains and updates office records, files, and documentation. Assists with coordinating projects, assignments, and departmental activities. Schedules meetings and responds to routine inquiries. Utilizes standard office software and systems to complete assigned tasks.

Performs related duties as required.

• Associate Degree in Business or Public Administration or closely related field preferred.
• Two years of full-time paid experience in government or private industry office administration required, or any equivalent combination of education, training and experience may substitute for each year of college education lacking.
• Proficiency in office software (such as Microsoft Office, including Word, Excel and Outlook).
• Strong organizational, written and verbal communication skills with attention to detail.

The Administrative Assistant for the Internal Affairs Unit (IAU) is responsible for performing a variety of administrative tasks that support the effective operation of the unit. This role requires a high degree of confidentiality and attention to detail in handling sensitive information. The individual in this position will be involved in timekeeping, payroll processing, public records management, case preparation, and general administrative support to ensure the unit's daily operations run effectively.

Under general direction, the individual will perform the following tasks:

• Payroll and Timekeeping: Responsible for processing payroll and timekeeping for IAU members and civilian employees. Serve as a licensed KRONOS & Telestaff Employee Manager for accurate time reporting.
• Public Record Request Management: Manage Public Record Requests using the GovQA system, ensuring requests are handled and completed in a timely manner.
• Staff Function Support: Assist in the organization, routing, and filing of staff functions such as Vehicle Services, Evidence/Property, and Training (securing site locations).
• Unit Staff Assistance: Provide backup support to the Unit Technical Services/Equipment Sergeant for operational checks, the Unit Training Coordinator for training facilitation, and the Records Release Sergeant for Public Record Requests.
• Vehicle Mileage Tracking: Track, collect, and prepare monthly vehicle mileage logs for IAU members, submitting them to the Chief of Police.
• CJIS Security Awareness: Maintain Level 2 Security Awareness Certification (CJIS) to ensure compliance with secure handling of criminal justice information.
• Investigation Closure Notifications: Responsible for sending email notifications and Citizen Notification of Disposition Letters to Cleveland Division of Police members and complainants upon the closure of investigations, once disposition is determined and approved by the Superintendent and Chief of Police.
• File Retention: Lead File Retention Projects, overseeing the archiving and purging of investigative files to ensure compliance with record retention policies.
• Procurement: Manage procurement requests for office supplies, furniture, printed materials, and reproduction items.
• Correspondence Handling: Review, distribute, and follow up on incoming correspondence, ensuring prompt and accurate processing.
• Excel Proficiency: Update and maintain spreadsheets related to IAU matters, including case management, personnel tracking, and other unit functions. Proficiently draft letters to complainants, citizens, and officers regarding complaint statuses and investigation outcomes.
• Audio/Video Evidence Handling: Download and upload audio and video files into  for proper storage and documentation.
• Public Interaction: Handle calls from the public in a professional and polite manner, assisting with inquiries related to investigations and records requests.
• Additional Duties: Perform other job‑related duties as assigned, contributing to the overall mission of the Internal Affairs Unit to conduct thorough investigations and maintain operational efficiency.

• Ability to maintain a high level of confidentiality.
• Knowledge of government or large organization culture.
• Strong written and verbal communication skills.
• Ability to build, sustain, and strengthen relationships.
• Keen ability to maintain neutrality with community partners.
• Excellent analytical skills.
• Strong interpersonal skills and resourceful.
• Proven ability to complete projects according to outlined scope and timeline.

• Highly organized.
• Ability to support multiple team members with different work styles.
• Self‑starter.
• Ability to execute and complete projects within timeline.