Administrative Assistant - Water Protection

City of St. Joseph; Saint Joseph (MO); On-site; USD 33,000 - 41,000; Full time

Job summary

City of St. Joseph seeks an Administrative Assistant for Water Protection to handle payroll, requisitions, and general clerical work in the Water Protection division.

Responsibilities include preparing accounts payable, processing invoices, assisting in budget prep, and maintaining files while providing quality service to the public and internal departments.

Qualifications

• High school diploma or equivalent required.
• One year of secretarial or clerical experience required.
• Strong Excel and Word skills; knowledge of Outlook.
• Typing and transcription skills; good written and verbal communication.
• Valid driver’s license required.

Responsibilities

• Perform payroll processing for Water Protection.
• Process requisitions, purchase orders, and related files.
• Prepare accounts payable on contracts and invoices.
• Handle clerical tasks and general correspondence.
• Assist with budget preparation and filing.

Skills

Typing

Transcription

Communication

Office procedures

Record keeping

Teamwork

Attention to detail

Time management

Problem solving

Education

High school diploma or equivalent

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Typewriter

Job description

POSITION TITLE: Administrative Assistant – Water Protection

DEPARTMENT: Public Works & Transportation

DIVISION: Water Protection

SALARY: $36,831.00 Yr /$17.707212 Hr.

CLOSING: Until filled

Job Summary/Scope

Performs all office administrative duties and prepares payroll for Water Protection. Types and processes requisitions and purchase orders and maintains related files. Prepares accounts payable on purchase orders and services contracts. Performs general clerical work—some budgetary responsibilities.

Essential Duties And Responsibilities

• Answers telephone and provide general information to the public.
• Records and transcribes meeting proceedings. Prepares correspondence from dictated notes.
• Administers payroll functions for Water Protection.
• Types miscellaneous forms, documents, and reports, as well as other general correspondence.
• Assists with filing.
• Administers travel requests and monitors wastewater certifications.
• Facilitates the processing of requisitions and purchase orders and tracks related information for Water Protection.
• Prepares accounts payable functions and maintains related files
• Assists in preparation of Water Protection budget.
• Prepares and reconciles various invoices.
• Orders and maintains office expendable supplies.

Other Duties And Responsibilities

Performs all other related duties as assigned.

Employee Behavior and Conduct

City employees shall conduct themselves in a professional manner and shall exhibit and extend such professional conduct as appropriate to the circumstances to those with whom they come into contact, both internally and externally, during the performance of their duties. Examples of professional conduct include, but are not limited to, being communicative, informative, fair, honest, and respectful.

Required Knowledge, Skills And Abilities

• Ability to follow oral and/or written communications and to communicate effectively.
• Skills in typing and transcription.
• Knowledge of general office procedures.
• Ability to operate standard office equipment.
• Knowledge of basic record keeping and fiscal accounts management.
• One year of prior secretarial or clerical experience required.
• Strong knowledge of Microsoft Excel and Microsoft Word.
• Strong knowledge of Microsoft Outlook.
• Skills in shorthand desirable.
• Ability to use a typewriter.
• Valid driver’s license required.

Material and Equipment Directly Used

Uses a variety of office equipment, including a typewriter, copier, fax machine, telephone, 2-way radio, and other related equipment. There may be times when use of a personal vehicle may be required.

Working Environment/Physical Requirements

Work is performed in an office setting with a controlled environment. Seldom need to lift more than 10-20 pounds. Some overnight or day travel may be required for business purposes. Vacation and other leave scheduling shall be requested of and approved by the appropriate supervisor.

Education

High school diploma or equivalent required.

All applicants must pass a drug screening and criminal background check prior to employment.

Any job offer made by the City is contingent upon the applicant passing the drug screening and background check.

AN EQUAL OPPORTUNITY EMPLOYER

The City is a governmental entity subject to Section 504 of the Rehabilitation Act of 1973, which requires that otherwise qualified handicapped individuals be protected from discrimination.