Administrative Assistant – Mayor’s Office

Stcharlescitymo; Missouri; On-site; USD 34,000 - 44,000; Part time

Job summary

The City of Saint Charles is seeking a Part-time, non-exempt Administrative Support professional for the Mayor's Office. The role focuses on clerical, executive support and office management while maintaining confidentiality.

Essential duties include answering phones, scheduling meetings, assisting with citizen requests, and supporting monthly financial processing, board/committee activities, proclamations, agendas and minutes. Associates degree required with 3–5 years of experience.

Qualifications

• Associate degree in Office Management or related field.
• Three to five years executive administrative support experience.

Responsibilities

• Answers phone, schedules meetings & appointments for the Mayor & maintains calendars.
• Assists with citizen calls and requests, routing to the appropriate department for assistance.
• Assists with monthly financial processing.
• Maintains Board/Committee/Commission members; provides a monthly report to the Mayor of expiring terms, prepares documentation and maintains filing system.
• Composes, edits, types, copies and distributes correspondence and reports; assists with reports by data collection and research.
• Drafts, prepares proclamations for organizations/individuals/officials.
• Prepares agenda & meeting minutes, posts meeting notices for committees.
• Maintains Department filing and records.
• Maintains office supply inventory.
• Other duties as assigned.

Skills

Clerical duties

Calendar management

Phone handling

Education

Associate degree in Office Management

Job description

• $27.2796 / Hourly
• Non-Exempt
• Part-time
• Mayor's Office
• August 7, 2026
• Open Until Filled

The purpose of this position is to perform a variety of clerical, executive, administrative support and office management tasks while maintaining confidentiality.

Essential Duties and Responsibilities

• Answers phone, schedules meetings & appointments for the Mayor & maintains calendars.
• Assists with citizen calls and requests, routing to the appropriate department for assistance.
• Assists with monthly financial processing.
• Assists with maintaining Board/Committee/Commission members. Provides a monthly report to the Mayor of expiring terms, prepares documentation and correspondence, and maintenance of the filing system.
• Composes, edits, types, copies and distributes correspondence and reports as instructed. Assists with various reports by compiling data and doing research when needed.
• Drafts, prepares proclamations for organizations/individuals/officials.
• Prepares agenda & meeting minutes, post meeting notices for committees.
• Maintains Department filing and records.
• Maintains office supply inventory.
• Other duties as assigned.

Minimum Training and Experience Required to Perform Essential Job Functions

• Associate degree in Office Management or related field.
• Three to five years executive administrative support experience.

Physical Abilities Required to Perform Essential Job Functions

• Ability to work under pressure, multitasker. This job is generally safe and comfortable conditions where exposure to repetitive computer keyboard use may cause discomfort but poses little risk of injury.

The City of Saint Charles is an Equal Opportunity Employer and participates in E-Verify