City of Shaker Heights · 1 day ago
Administrative Manager
Shaker Heights, OH
Full-time
Onsite
Mid, Senior LevelThe City of Shaker Heights is seeking an Administrative Manager to coordinate and optimize administrative systems within the Building and Housing Department. This role involves managing the CitizenServe platform, enhancing operational efficiency, and providing high-quality administrative support to staff and the public.
CommunitiesGovernmentInformation Services
Hiring Manager
Leonard Goodwin
Responsibilities
Manages and enhances the department’s use of the CitizenServe platform for permitting, licensing, and code enforcement, with a focus on operational efficiency and oversight
Works proactively to configure workflows, build custom reports, and develop dashboard metrics that enable managers to monitor staff activity and ensure timely follow-through on tasks
Maintains system functionality, submits and tracks vendor support tickets, ensures data integrity, and keeps the public-facing portal current
Trains administrative staff to assist residents and applicants in navigating the online system and to provide effective first-line technical support
Performs administrative tasks including processing applications, scheduling inspections, and administering the City’s Point of Sale Escrow program
Assists with preparation of the department’s annual budget; enters purchase requisitions; tracks open purchase orders; prepares accounts payable entries; and processes travel authorizations and reimbursements
Enters and processes payroll data; verifies overtime; prepares related payroll reports; and processes time-off requests in accordance with City policies and procedures
Manages the issuance, tracking, and basic maintenance of department-issued mobile devices and the departmental vehicle fleet; ensures City-issued mobile devices are properly configured and updated to support inspector field operations
Coordinates the annual batch processing of the City’s Business Licensing, Housing Rental, and Contractor Licensing programs
Processes public records requests in coordination with the Law Department, as required
Processes payroll changes and assists with new hire onboarding and employee offboarding checklists
Establishes and maintains effective working relationships with internal and external customers; serves as a liaison to the Finance and Human Resources Departments
Delivers high-quality administrative and customer service support to staff and the public, ensuring efficient communication, timely follow-up, and smooth daily operations
Qualification
Required
Bachelor's degree in public administration, business administration, information systems, or a related field
Considerable experience in office administration, bookkeeping, and administrative or workflow management systems
Demonstrated experience working with complex, technology-driven platforms or databases
Strong knowledge of digital workflow and data management platforms (CitizenServe preferred)
Knowledge of Windows and Android operating systems
Knowledge of records management and public records laws
Knowledge of financial systems such as payroll and accounts payable
Familiarity with public sector administrative procedures and office operations
High level of technical aptitude, including the ability to quickly learn complex systems
Ability to configure tools and develop dashboards and reports to support process improvement and oversight
Proficiency in Microsoft Office, especially Excel and Outlook
Strong organizational skills and attention to detail
Excellent customer service skills, comparable to high-end retail or client service environments
Ability to work collaboratively across teams and departments
Strategic thinking and independent initiative
Ability to train others in the use of digital platforms
Ability to interpret and apply policies
Ability to manage confidential information
Ability to complete administrative tasks with consistency and accuracy
Strong interpersonal skills for building effective relationships with City staff, contractors, vendors, property owners, other department heads, and the public
Must possess, or have the ability to obtain, a Level 1 Permit Technician certification from the Ohio Board of Building Standards
Preferred
Understanding of principles and practices of municipal administration, permitting, licensing, and code enforcement processes
Company
City of Shaker Heights
Just eight miles from downtown Cleveland, Shaker Heights is a walkable, cosmopolitan and distinctive suburb.
Founded in 1912
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Colleen Longshaw Jackson
Chief Diversity, Equity and Inclusion Officer
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