Administrative Assistant – Mayor’s Office

City of St. Charles; Saint Charles (MO); On-site; USD 31,000 - 44,000; Part time

Job summary

City of Saint Charles is seeking an Administrative Assistant for the Mayor's Office. The role is part-time, non-exempt, with a pay range of $27.2796 per hour.

Responsibilities include calendar management, handling citizen inquiries, and supporting monthly financial processing. Minimum qualifications require an Associate degree in Office Management or related field and 3–5 years of executive administrative support experience.

Qualifications

• Associate degree in Office Management or related field.

Responsibilities

• Answers phone, schedules meetings & appointments for the Mayor and 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; prepares documentation and monthly report to the Mayor on expiring terms.
• Drafts and edits correspondence and reports; compiles data for research as needed.
• Drafts proclamations for organizations/individuals/officials; prepares agendas and meeting minutes.

Education

Associate degree in Office Management or related field

Job description

Job Title: Administrative Assistant – Mayor's Office

Department: Mayor's Office

Posting Date: August 7, 2026

Closing Date: Open Until Filled

Pay Range: $27.2796 / Hourly

Exempt/Non-exempt: Non-Exempt

Status: Part-time

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

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

• 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