Administrative Specialist (Sustainability Coordinator)

Department: Office of Environment and Sustainability (OES)
Reports To: OES Director
Location: Cincinnati, OH
Position Type: Full-Time, Permanent, Represented

Job Overview

The Administrative Specialist (Sustainability Coordinator) plays a critical role in supporting the daily operations and long-term success of the City of Cincinnati's Office of Environment and Sustainability (OES). This position provides administrative, technical, and operational support to OES leadership and staff while helping advance the goals of the Green Cincinnati Plan.

OES seeks a proactive, detail-oriented professional who is passionate about sustainability and interested in contributing to meaningful environmental and climate initiatives in an urban setting. The Administrative Specialist will coordinate key departmental processes, support budgeting and procurement activities, assist with human resources and office management functions, and help ensure the efficient operation of departmental programs and projects. Depending on organizational needs and the selected candidate's skills and interests, the position will also support sustainability-focused initiatives and special projects.

Key Responsibilities

Administrative Operations and Office Management

• Coordinate and support daily office operations, ensuring efficient and professional service to internal and external stakeholders.
• Maintain electronic and paper filing systems, records, and other departmental documentation.
• Manage office supply procurement, equipment coordination, mail distribution, and facility-related administrative needs.
• Serve as a liaison with City technology support teams on issues related to computers, phones, copiers, and office technology.
• Serve as a point of contact for visitors, general inquiries, departmental email accounts, and phone communications.

Budget, Financial, and Procurement Support

• Support departmental budgeting activities through financial tracking, reporting, payment processing, and monitoring of expenditures.
• Assist with purchasing card recordkeeping, procurement processes, and contract administration activities.
• Prepare reports and maintain documentation to support audits, grant compliance requirements, and financial accountability.
• Identify and communicate administrative or financial issues requiring management attention.

Human Resources and Team Support

• Coordinate administrative activities related to hiring, onboarding, offboarding, training, and employee transitions.
• Assist with timekeeping, payroll-related processes, leave tracking, and employee record maintenance.
• Support staff training logistics, workstation setup coordination, benefits administration processes, and other personnel-related activities.

Leadership and Process Coordination

• Provide direct administrative support to OES leadership, including scheduling meetings, coordinating events, arranging travel, preparing presentations, and supporting public meetings.
• Track progress and timelines associated with grants, contracts, procurements, legislative items, and other departmental initiatives.
• Develop and maintain tools and systems that improve workflow efficiency, organization, and communication across the department.
• Help ensure team members remain informed of key deadlines, deliverables, and process requirements.

Information Technology and Stakeholder Support

• Support outreach activities through contact list management, constituent communication, and customer service functions.
• Assist with public engagement efforts and help connect residents, community partners, and stakeholders with OES resources and programs.

Sustainability Program Support

• Support outreach activities through contact list management, constituent communication, and customer service functions.
• Assist with public engagement efforts and help connect residents, community partners, and stakeholders with OES resources and programs.
• Support special projects and departmental programs based on organizational priorities and the selected candidate's skills and interests.
• Collaborate with staff across a wide range of sustainability focus areas and help advance department-wide objectives.

Qualifications

Education & Experience

• Each applicant can fulfill the education and experience requirement through the completion of any one of the following:
  • A bachelor’s degree in environmental studies, environmental science, environmental studies, urban planning, ecology, sustainability or a closely related field AND 1 year of paid experience in sustainability, climate protection, energy, transportation, waste reduction, local food or a closely related field OR
  • Three years of paid experience in office administration AND a demonstrated commitment to sustainability, climate protection, energy, transportation, waste reduction, local food or a closely related field.

Preferred Knowledge, Skills, and Abilities

• Strong organizational, project management, and planning skills.
• Ability to manage multiple priorities simultaneously while maintaining attention to detail and meeting deadlines.
• Excellent written and verbal communication skills with a customer service orientation.
• Experience supporting budgets, procurement activities, contracts, grants, or financial reporting processes.
• Experience coordinating administrative operations, business processes, or office management functions.
• Proficiency with Microsoft Office applications, including Outlook, Excel, Word, PowerPoint, and Teams.
• Ability to develop effective systems and processes that improve operational efficiency.
• Demonstrated commitment to sustainability, climate action, environmental stewardship, and municipal government operations.
• General understanding of sustainability concepts, including climate change, greenhouse gas emissions, and environmental policy, is desirable.

Working Conditions

Duties require maintaining physical condition necessary for sitting, standing, and walking for extended periods. May require occasional lifting, carrying, reaching, and handling of office materials and equipment. This position primarily operates in an office environment with occasional participation in meetings, events, outreach activities, and training opportunities throughout the community. Limited remote work arrangements may be available in accordance with City policies and operational needs.

Compensation and Benefits

• Starting salary range: $74,000 - $77,000 annually, depending on qualifications and experience.
• Health, dental, and vision insurance.
• Pension with employer contribution.
• Paid time off, including holidays.
• Professional development and training opportunities.
• Meaningful work supporting sustainability, climate resilience, and environmental leadership in the City of Cincinnati.

Why Join OES?

The Office of Environment and Sustainability (OES) is committed to improving quality of life for Cincinnati residents through climate action, environmental stewardship, and sustainable city operations. The Administrative Specialist (Sustainability Coordinator) will be at the center of those efforts, helping a dedicated team bring the Green Cincinnati Plan to life while gaining broad exposure to municipal operations, sustainability initiatives, policy initiatives, and opportunities for professional growth.

How to Apply

Resumes and cover letters from candidates are requested by December 7, 2026 for priority consideration via the City’s official job portal. To apply, visit the official listing entitled “Administrative Specialist (Sustainability Coordinator)”. The official listing will differ from the above description - the above description best represents the role available.

For questions, please reach out to oes@cincinnati-oh.gov.