Administrative Assistant II

City of University City; University City (MO); On-site; USD 32,000 - 46,000; Full time

Job summary

The City of University City is seeking an Administrative Assistant II to provide intermediate administrative and clerical support to the Finance Department. This onsite, full-time role handles data entry, payments processing, correspondence, and records management under moderate supervision.

Key duties include intake processing, report preparation, response to inquiries, and support for departmental communications.

Qualifications

• Ability to perform a variety of office and clerical tasks with accuracy and attention to detail.
• Skill in organizing and maintaining records, files, and documents.
• Ability to communicate effectively with staff, the public, and external contacts.
• Knowledge of administrative procedures and departmental operations.
• Ability to follow established processes and adapt to occasional changes in procedures.
• Ability to work independently under moderate supervision.
• Knowledge of public works administration preferred.

Responsibilities

• Perform routine and semi-routine clerical and administrative tasks to support departmental operations.
• Complete intake, processing, and tracking of applications, forms, and related documentation.
• Input and maintain accurate data in database systems and process associated payments.
• Prepare, compile, and distribute correspondence, notices, and renewal materials.
• Maintain organized records, files, and documentation in accordance with established procedures.
• Respond to inquiries and follow up with applicants, customers, or stakeholders regarding incomplete or delinquent items.
• Assist with preparing reports, posting information, and supporting departmental communications.
• Follow established guidelines and procedures while recognizing when adjustments are needed.
• Collaborate with team members and other departments to ensure efficient workflow.
• Assist with Sanitation billing and collections.
• Perform additional administrative duties as assigned.

Skills

Accuracy

Record keeping

Communication

Administrative procedures

Independent work

Public works knowledge

Education

High school diploma or equivalent

Associate degree preferred

Notary preferred

Job description

Title: Administrative Assistant II

FLSA Status:

Location: Onsite

Status: Full-Time

Department: Finance

JOB PURPOSE

This position provides intermediate-level administrative and clerical support to the department, including financial processing duties, by performing a variety of routine and semi-routine office tasks to ensure efficient departmental operations under moderate supervision.

ESSENTIAL FUNCTIONS

The following duties are normal for this position, but not to be construed as exclusive or all-inclusive. Other duties may be required as assigned.

• Perform routine and semi-routine clerical and administrative tasks to support departmental operations
• Complete intake, processing, and tracking of applications, forms, and related documentation
• Input and maintain accurate data in database systems and process associated payments
• Prepare, compile, and distribute correspondence, notices, and renewal materials
• Maintain organized records, files, and documentation in accordance with established procedures
• Respond to inquiries and follow up with applicants, customers, or stakeholders regarding incomplete or delinquent items
• Assist with preparing reports, posting information, and supporting departmental communications
• Follow established guidelines and procedures while recognizing when adjustments are needed
• Collaborate with team members and other departments to ensure efficient workflow
• Assist with Sanitation billing and collections
• Perform additional administrative duties as assigned

DESIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to perform a variety of office and clerical tasks with accuracy and attention to detail
• Skill in organizing and maintaining records, files, and documents
• Ability to communicate effectively with staff, the public, and external contacts
• Knowledge of administrative procedures and departmental operations
• Ability to follow established processes and adapt to occasional changes in procedures
• Ability to work independently under moderate supervision
• Knowledge of public works administration preferred

QUALIFICATIONS

• High school diploma or equivalent with 3-6 years of experience
• Associate degree preferred
• Notary preferred

OVERALL PHYSICAL STRENGTH DEMANDS

• Constantly required to exchange accurate information
• Constantly operates a computer and other office machinery
• Constantly observes details at close range
• Frequently remains in a stationary position
• Occasionally moves about inside an office
• Occasionally moves office equipment weighing up to 25 pounds

OVERALL WORK ENVIRONMENT

• Constantly works in an indoor environment