Administrative Assistant – Mayor’s Office

City of St. Charles, MO; Saint Charles (MO); On-site; USD 32,000 - 43,000; Part time

Job summary

City of St. Charles, MO is seeking an Administrative Assistant in the Mayor's Office for part-time support. The role involves handling phone calls, scheduling for the Mayor, and managing calendars, while assisting with citizen inquiries and financial tasks.

The position requires an associate degree and 3–5 years of executive administrative experience, with duties including drafting correspondence, preparing proclamations, and supporting board activities.

Qualifications

• 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 maintains the filing system.
• Composes, edits, types, copies and distributes correspondence and reports as instructed; assists with reports by compiling data and doing research.

Responsibilities

• 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

Calendar management

Executive administrative support

Communication skills

Education

Associate degree in Office Management

Job description

Administrative Assistant – Mayor's Office

Department: Mayor's Office

Posting Date: August 7, 2026

Closing Date for Resumes/Applications: 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