Administrative Associate V

City of St. Charles; Saint Charles (MO); On-site; USD 51,000 - 62,000; Full time

Job summary

The City of Saint Charles Parks and Recreation Department seeks an Administrative Associate V to provide professional administrative support to residents and guests while assisting middle and upper management. The role emphasizes confidentiality and a welcoming demeanor in a busy public environment.

Responsibilities include greeting visitors, processing registrations, handling payments, coordinating facility rentals, and maintaining accurate records in accordance with city procedures; strong MS

Qualifications

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

Responsibilities

• Greet visitors and answer high-volume calls, directing to appropriate staff.
• Process registrations and coordinate facility rentals.
• Collect, safeguard and account for payments per city procedures.
• Process invoices and vendor inquiries with accuracy.
• Assist with building reservations and special events.
• Prepare reports and summaries; screen incoming correspondence.

Skills

Microsoft Office Suite

Registration/Reservation software

Education

High school diploma or equivalent

5–7 years of related experience

Tools

Parks and Recreation software

Job description

Administrative Associate V (Parks)

Department: Parks & Recreation Department

Posting Date: September 2, 2026

Closing Date: 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

• 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