Administrative Associate V

City of St. Charles, MO; Saint Charles (MO); On-site; USD 56,000 - 58,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

FSA

HSA

Pension Plan

Deferred Compensation

Paid Vacation

Paid Holidays

Employee Assistance Programs

Educational Benefits

Job summary

City of Saint Charles, MO is seeking an Administrative Associate V in the Parks & Recreation Department. The role provides professional administrative support to residents and staff, maintaining confidentiality while assisting middle and upper management with diverse tasks.

Responsibilities include registrations, payments processing, building rentals, and coordination of events, while ensuring accuracy and timeliness in all records and reports. A strong office software skillset is required.

Qualifications

• High school diploma or equivalent and 5–7 years of related experience or equivalent knowledge.
• Expert knowledge of all Microsoft Office Suite applications.
• Parks and Recreation Registration/Reservation software.
• Must rapidly learn new software packages.
• Ability to deal with the public in a professional manner.
• Must maintain confidentiality and exercise independent judgment.

Responsibilities

• Serve as primary point of contact by greeting visitors, answering and directing high-volume calls.
• Process registrations and coordinate facility rentals.
• Collect, process, and account for payments; ensure financial procedures and records integrity.
• Process deposits and inputs into City financial system; invoice and vendor inquiries.
• Assist with building reservations and special events; support department budget monitoring.
• Perform office duties and assist divisions with documents and billings.

Skills

Customer service

Office software

Multitasking

Professional communication

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Registration/Reservation software

Job description

Comprehensive, Cost Effective Benefits Package

Medical, Dental, Voluntary Vision, Life and Disability Insurance; FSA; HSA; Lagers Pension- L6 Tier and Deferred Compensation program; Paid Vacation; Paid Holidays; Employee Assistance Programs and Educational Benefits.

Job Title

Administrative Associate V (Parks)

Department

Parks & Recreation Department

Posting Date

September 2, 2026

Closing Date for Resumes/Applications

September 16, 2026

Salary

$56,741.77/ Annually

Comprehensive, Cost Effective Benefits Package

Medical, Dental, Voluntary Vision, Life and Disability Insurance; FSA; HSA; Lagers Pension- L6 Tier and Deferred Compensation program; Paid Vacation; Paid Holidays; Employee Assistance Programs and Educational Benefits.

Exempt/Non-exempt

Non-exempt

Status

Full time

The City of Saint Charles Parks and Recreation Department is currently recruiting for the position of Administrative Associate V. The purpose of this position is to provide a variety of professional administrative support to residents and guests of the Parks and Recreation System in addition to assisting in diverse tasks for middle and upper management professionals while maintaining confidentiality and a welcoming demeanor.

Essential Duties And Responsibilities

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

• Serve as primary point of contact by greeting visitors, answering and directing high-volume
• telephone calls, providing accurate information regarding programs, services and facilities. Escalates situation and calls to supervisors as required
• Process registrations and coordinate facility rentals
• Collect, process, safeguard, and accurately account for all payments and monies received; ensure compliance with established City financial procedures and internal controls; and maintain complete and accurate records. Review records for accuracy and completeness, promptly investigate and correct discrepancies, and ensure all financial transactions can be fully supported and traced through appropriate documentation
• Processes and reconciles daily deposit and inputs into City financial system
• Processes invoices and inquiries with vendors to correct or verify when needed
• Processes building rental contracts and payment schedules; collecting concession information by deadline
• Assures that proper approvals, insurance and permits have been obtained when needed
• Handles routine division or department level purchasing; assists in monitoring departmental budget
• Assists with building reservations for both internal use and special events
• Performs special assignments such as compiling reports, researching information and summarizing data or publications
• Screens incoming correspondence
• Records and prepares Cemetery sales forms. Accepts and directs Cemetery payment vouchers
• Assist other divisions with handling all documents and billings pertaining to all athletic leagues, tournaments and special events
• Performs other standard office duties as needed
• Performs all duties describe in Administrative Support I, II, III and IV

Minimum Training and Experience Required to Perform Essential Job Functions

• High school diploma or equivalent and 5 – 7 years of related experience or any combination of education and experience that provides equivalent knowledge, skills and abilities.
• Expert knowledge of all Microsoft Office Suite applications
• Parks and Recreation Registration/Reservation software
• Must be able to quickly learn new software packages
• Demonstrated ability to deal with public in a professional manner
• Requires independent judgment and initiative on assignments; ability to keep information confidential as required
• Ability to work under pressure and multitask

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