Admin Tech II/Prosecutors Office (4345P)

City of Columbia; Columbia Township (MO); On-site; USD 40,000 - 55,000; Full time

Job summary

City of Columbia in Missouri seeks an experienced Administrative Support Level II to provide advanced administrative services across departments. You will handle customer service, financial records, and records requests, while guiding staff on processes and software.

The role involves coordinating travel, meetings, and training, plus ensuring compliance with city policies. A high school diploma and 3–5 years in admin support or related fields are required.

Qualifications

• High school diploma or equivalent.
• 3 to 5 years' experience in administrative support, customer service, and/or records/fiscal administration

Responsibilities

• Provides customer service in person, via phone, and in writing.
• Provides financial administrative support for department. Monitors budget, maintains inventory, and ensures adherence to city policies and ordinances.
• May assist and support contract and grant management.
• Conducts compliance monitoring and reporting.
• Provides varied and complex administrative office support to department and staff.
• Serves as liaison to designated departments.
• Coordinates travel and trainings for staff.
• Organizes, plans, attends, and documents meetings and events.
• Opening and closing office or facilities for business.
• Guides and trains staff on processes and software.
• Creates and maintains records in accordance with rules and regulations. Responds to records requests.
• Utilizes a variety of software and web-based systems.
• Regular attendance is a necessary and essential function.
• Performs other duties as assigned.

Job description

The purpose of this job is to provide advanced administrative support to assigned city departments and divisions, including training or coordinating work of others. Develops reports and enters financial and other information into related systems.

• Provides customer service in person, via phone, and in writing.
• Provides financial administrative support for department. Monitors budget, maintains inventory, and ensures adherence to city policies and ordinances. May assist and support contract and grant management.
• Conducts compliance monitoring and reporting.
• Provides varied and complex administrative office support to department and staff.
• Serves as liaison to designated departments.
• Coordinates travel and trainings for staff.
• Organizes, plans, attends, and documents meetings and events.
• Opening and closing office or facilities for business.
• Guides and trains staff on processes and software.
• Creates and maintains records in accordance with rules and regulations. Responds to records requests.
• Utilizes a variety of software and web-based systems.
• Regular attendance is a necessary and essential function.
• Performs other duties as assigned.

Education and Experience

• High school diploma or equivalent.
• 3 to 5 years' experience in administrative support, customer service, and/or records/fiscal administration

Licenses or Certifications

• Depending on assignment, may require department specific certification.
• Valid driver's license or reliable transportation to travel to events, meetings, etc.

Knowledge of

• Basic business English usage, including the meaning and spelling of words, rules of composition, and grammar.
• Office practices and administrative procedures, records management, and administration techniques and procedures.
• Financial record keeping practices and/or inventory control methods.
• Grant and contract administration processes and procedures.
• Common business software applications such as Microsoft Office.

Skill in

• Communicating verbally and in writing to meet the needs of the audience.
• Applying active listening and asking questions for understanding.
• Collecting, organizing, and analyzing complex and/or technical data.
• Creating and maintaining detailed and accurate records.
• Typing and/or data entry with minimal errors.

Ability to

• Recognize, analyze, and solve a variety of problems.
• Handle difficult and stressful situations with professional composure and maintain effective interpersonal relationships.
• Provide high levels of effective customer service.
• Monitor budget and work within the constraints of that budget.
• Exercise sound judgment in making critical decisions.
• Train others.
• Regularly use a computer, software, phone and related office equipment.
• Focus on tasks.

Distinguishing Characteristics

Level II is the highest, non-supervisory classification in the Administrative Support job family. Incumbents in this level may assist in coordinating the work of other administrative staff.