Executive Administrative Assistant

St. Joseph Missouri; Saint Joseph (MO); On-site; USD 39,000 - 48,000; Full time

Job summary

City of St. Joseph in Missouri is seeking an Executive Administrative Assistant to provide clerical and secretarial support to the Director of Public Works & Transportation.

You will be the frontline contact for the department, handling correspondence, answering phones, scheduling meetings, and supporting administrative workflows in the Administration division. Responsibilities include taking minutes, preparing ordinances and letters for commissions, managing filing systems and assisting with

Qualifications

• Typing, word processing and filing skills are required.
• Strong organizational and communication abilities are essential.
• Knowledge of department functions and city processes is preferred.

Responsibilities

• Record meeting minutes and handle dictation.
• Prepare letters and correspondence for the department.
• Take minutes for departmental commissions and write letters.
• Respond to citizen inquiries and schedule appointments.
• Maintain filing systems and monitor basic budget-related tasks.
• Assist with purchasing and budgets transfers as needed.
• Know department divisions and route inquiries correctly.

Skills

Typing

Word processing

Filing

Record keeping

Organizational skills

Written and oral communication

Office equipment

Dictation

Spreadsheet

IFAS / One Solution

Education

High school diploma or equivalent

Tools

IFAS

One Solution

Spreadsheet software

Word processing software

Job description

Position Title: Executive Administrative Assistant
Department: Public Works & Transportation
Division: Administration
Salary: $43,359.00yr/$20.85467hr
Closing Date: Until Filled

Job Summary/Scope

Performs general clerical and secretarial work for Director of Public Works & Transportation and the Public Works Administration office. Acts as the frontline contact for the respective departments with all citizens, public officials, employees and visitors. Creates, distributes and routes correspondence, answers telephone and schedules meetings. No supervisory or budgetary responsibilities.

Essential Duties and Responsibilities

• Records and transcribes meeting minutes and dictation.
• Composes letters, resolutions, ordinances and other correspondence for Public Works Administration.
• Provides support for various Departmental Commissions including taking minutes, preparing ordinances and writing letters.
• Responds to customer inquiries relating to departmental matters.
• Schedules appointments, answers telephones and provides customer service and refers customers.
• Establishes and maintains office filing system.
• Monitors the budget, schedules and attends board or commission meeting.
• Maintains departmental records related to employment matters.
• Prepares APs, requisitions, purchase orders and budget transfers.
• Monitors Engineering Clerk to ensure accurate and timely work
• Tracks status of vacant positions in department.
• Develops and maintains a working knowledge of the department’s divisions (SIMR, Landfill, Fleet, Airport, Transit and Water Protection), the MPO/SATSO and other City departments in order to route citizens correctly.

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 appropriate for 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.

Requires Knowledge, Skills and Abilities

• Skills in typing, word processing, filing and record keeping.
• Knowledge of all Public Works divisions and other City department functions.
• Knowledge of general office procedures.
• Good organizational skills and ability to communicate effectively both orally and in writing.
• Ability to operate standard office equipment.
• Good hand/eye coordination.
• Familiarity with spreadsheet and computer based word processing programs.
• Familiarity with and ability to retrieve data from the IFAS and One Solution programs.
• Knowledge of dictation.
• One to three years of prior experience in related field required.

Material and Equipment Directly Used

Uses a variety of office equipment including computer with various software applications, copier and other related office equipment.

Working Environment/Physical Requirements

Work is performed in an office setting with a controlled environment. Must be able to sit and work at a computer terminal for long periods of time. Seldom lifts more than 10-20 pounds.

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.

City of St. Joseph | 1100 Frederick Avenue, St. Joseph, MO, 64501 | (816)-271-5300