Administrative Officer - Civil Service

Under general direction, performs advanced administrative, operational, analytical, and program-related work for a department, division, or other major organizational function.

Typical Tasks: Plans, coordinates, implements, and monitors broad departmental initiatives, programs, projects, policies, procedures, contracts, budgets, or other assigned activities.

Conducts research, compiles and analyzes data, and prepares comprehensive reports, recommendations, policies, procedures, presentations, and other materials for executive or departmental leadership. Monitors progress toward established objectives, timelines, requirements, and performance standards.
Provides guidance and technical assistance concerning assigned administrative or operational functions. May represent the department and/or participate in meetings or workgroups related to assigned responsibilities. Handles sensitive, confidential, or complex assignments requiring judgment and discretion.
May provide functional or project-based direction and may supervise staff or manage an organizational unit, depending on the assignment. Performs other job-related duties as required.Bachelor’s Degree in Business Administration, Public Administration, Management, Finance, Human Resources, Organizational Development, or a closely related field from an accredited four-year college or university is required.

Four years of full-time paid progressively responsible experience in administration, program or project coordination, operations, policy implementation, fiscal administration, organizational support, or a closely related field is required. At least two years of required experience must include responsibility for coordinating departmental programs, administrative functions, operational activities, interdepartmental initiatives, or comparable functions in the public or private sector.

(Substitution: Two years of relevant experience may substitute for each year of college education lacking, or an equivalent combination, of training, education or experience.)  

Strong written, verbal, interpersonal, organizational, analytical, and problem-solving skills are required. 

Proficiency with Microsoft Office or comparable software is required.

Valid State of Ohio Driver’s License required.

Primary Duties:

Performs advanced administrative, classification, recruitment, and project coordination work in support of the Director of Civil Service. Coordinates classification initiatives, assist with recruitment activities, system and data maintenance, departmental classification reviews, and special projects.  

• Provides high-level administrative and project support to the Director of Civil Service, including researching issues, analyzing information, preparing correspondence and reports, coordinating assignments, and independently following matters through completion.
• Coordinates and tracks classification and job description activities, including new and revised classifications, archived classifications, minimum qualifications, salary ranges, job codes, departmental requests, and related documentation.
• Reviews Civil Service Commission actions following each meeting and ensures approved classification, job code, job description, salary, and related changes are accurately and timely updated in ADP, NEOGOV, salary tables, and other applicable Civil Service systems and records.
• Conducts departmental classification assessments to evaluate existing classifications, identify outdated or duplicate titles, determine classifications requiring review or revision, and identify opportunities to utilize or consolidate existing classifications.
• Researches classification issues and develop recommendations regarding classifications that may require revision, consolidation, archival, replacement, salary review, or further analysis for consideration by the Director.
• Conducts comprehensive review of collective bargaining agreement recognition clauses to identify classification title changes, additions, deletions, terminology changes, and update corresponding information in ADP and Neogov.
• May assist Business & Operations Manager with assigned projects and initiatives.
• May assist the Recruitment Manager with recruitment initiatives and special projects.
• Serves as a liaison with Human Resources, Law, OBM, Labor Relations, departmental HR representatives, appointing authorities, and other City departments regarding classification, recruitment, and Civil Service administrative matters.
• Prepares reports, spreadsheets, summaries, presentations, organizational information, Commission materials, and other management documentation.
• Performs other job-related duties as assigned.

Preferred Qualifications:

• Ability to exercise independent judgment in carrying out assigned responsibilities within established policies, procedures, and delegated authority.
• Familiarity with City of Cleveland operations, policies, procedures, and organizational structure.
• Practical experience with ADP and Neogov.
• Ability to exercise independent judgment in carrying out assigned responsibilities within established policies, procedures, and delegated authority.

https://www.clevelandohio.gov/city-hall/departments/human-resources/total-rewards

The City's guiding principles are as follows: Placing Clevelanders at the Center, Empowering Employees to Do Purposeful Work, Defining Clear and Pragmatic Objectives, Leading with Trust and Transparency, Striving for Equity in All We Do, and Embracing Change. All City employees are responsible for embracing and carrying out these principles in all that they do.