Executive Secretary to the Director - Planning and Zoning

City of University City, Missouri; University City (MO); On-site; USD 45,000 - 73,000; Full time

Job summary

A leading government agency is seeking an Executive Secretary to support the Director of Planning and Zoning. This role involves high-level administrative tasks, requiring superior writing and computer skills, along with the ability to manage multiple responsibilities in a fast-paced environment. Candidates should possess a college degree and relevant experience, with proficiency in Microsoft Office applications.

Qualifications

• Ability to type at least 55 – 65 wpm.
• Previous executive level secretarial experience of at least 2 years.
• Demonstrated proficiency with Microsoft Office suite.

Responsibilities

• Provide administrative support to the Director of Planning and Development.
• Manage payroll and employee documentation.
• Organize meetings and maintain departmental records.

Skills

Customer-service orientation

Teamwork

Attention to detail

Writing

Editing

Grammar

Computer proficiency

Education

College degree supplemented by computer courses

Graduation from a Technical School

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Publisher

Microsoft PowerPoint

Microsoft Access

Job description

Executive Secretary to the Director - Planning and Zoning

Join to apply for the Executive Secretary to the Director - Planning and Zoning role at City of University City, Missouri

Executive Secretary to the Director - Planning and Zoning

1 day ago Be among the first 25 applicants

Join to apply for the Executive Secretary to the Director - Planning and Zoning role at City of University City, Missouri

Get AI-powered advice on this job and more exclusive features.

City of University City, Missouri provided pay range

This range is provided by City of University City, Missouri. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$45,999.00/yr - $72,573.00/yr

Title: Executive Secretary to the Department Director FLSA Status: Non-Exempt Salary Range: $45,999 - $72,573 Status: Onsite, Full-time Department: Planning and Zoning Job Purpose: The purpose of this position is to provide responsible administrative support to the Director of Planning and Development and other department staff. Substantial time is devoted to administrative tasks to support the Department head and colleagues. Work responsibility, complexity, confidently, and discretion are exceptionally high. This detailed employee must be able to independently complete routine matters, assignments, and public contact work with superior administrative, writing, editing, and grammar skills. The work environment is fast paced, demanding, and challenging. Employee must demonstrate proficiency with computers and related software. The Executive Secretary serves as the supervisor of the administrative team and reports directly to Director. Essential functions Supervisory/Financial work Receives and organizes all personnel disposition, leave requests, etc. from all employees in the Planning and Development Department Tracks employee's absences and responsible for time and attendance Manages bi-monthly payroll including overtime, comp time, and mileage benefits Manages documentation and requests for changes in status (raises, retirements, and hires) Serves as supervisor for administrative clerks Collaborates with Director in personnel issues including discipline, raises, hiring, etc. Settles credit cards and other invoices in a timely manner Posts all transactions for the Planning and Development Department Reconciles daily deposits Codes invoices using the adopted budget and accounts Answers the phone or front desk - resident inquiries and concerns Performs other work as required or assigned Support work for the Director of Planning and Development Types, proofreads, files, and manages correspondence, sets up meetings Organizes all materials for and correspond with all boards and commissions managed by the Director Types daily dictation tapes and forward documents appropriately Coordinates interviews and other meetings Responsible for maintaining records in accordance to policy and law Process Sunshine Law or other legal requests Post meeting notices on City Calendar and on site Keep the department's webpage updated with accurate resources Desired Knowledge, Abilities and Skills Ability to function well under pressure and under extremely short deadlines Must be especially courteous and customer-service oriented Special ability to work as a team member and to foster a teamwork environment Ability to provide training to colleagues and create training resources as needed Considerable knowledge of English, writing, spelling, editing, and grammar and proper sentence structure High degree of skill in computer-based spreadsheets, scheduling, and work processing software programs Ability to quickly exhibit understanding of City and Departmental programs, processes, policies and operations Demonstrated proficiency in MICROSOFT Word, Excel, Outlook, Publisher, Access and PowerPoint and video conferencing capabilities Ability to make work decisions, and exercise initiative and judgment in carrying out work assignments Ability to prepare and maintain departmental records of considerable complexity and to prepare reports/forms from such records Ability to establish and maintain effective working relationships with other employees and the public Ability to balance and prioritize simultaneous calls and complex work assignments Ability to be extremely accurate and precise in written and verbal communications Must have an eye for details Ability to cope with frequent interruptions and adapt to current needs in a fast-paced environment Sense of creativity, initiative, and desire to consistently exceed requirements and expectations Qualifications: College degree supplemented by computer courses that allows applicant to demonstrate proficiency; graduation from a Technical School, such as secretarial school; OR relevant experience, with ability to type at least 55 – 65 wpm. Must be able to write, edit and create memos, correspondence, letters, and reports independently and from instruction. Demonstrated proficiency with MICROSOFT Word, Excel, Publisher, Outlook, and PowerPoint and ability to learn others. Previous executive level secretarial experience of at least 2 years in fast-paced department environment . Overall Physical Strength Demands - Typical Office setting. -Physical strength for this position is indicated below with "X"- Sedentary Light X Medium Heavy Very Heavy Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time. Exerting up to 20 lbs. occasionally, 10 lbs. frequently, or negligible amounts regularly OR requires walking or standing to a significant degree. Exerting 20-50 lbs. occasionally, 10-25 lbs. frequently, or up to 10 lbs. regularly. Exerting 50-100 lbs. occasionally, 10-25 lbs. frequently, or up to 10-20 lbs. regularly. Exerting over 100 lbs. occasionally, 50-100 lbs. frequently, or up to 20-50 lbs. regularly. Work Environment: C Regularly Over 70% F Frequently 41% to 70% O Occasionally 16% to 40% R Rarely Up to 15% N Never 0% Visual ActivitiEs: -Activity- -Usually Required- Clarity of vision at 20 feet or more. Yes Clarity of vision at 20 inches or less. Yes Three-dimensional vision- ability to judge distance and space relationships. Yes Precise hand-eye coordination. Yes Ability to identify and distinguish colors. Yes Job Posted by ApplicantPro

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Government Administration

Referrals increase your chances of interviewing at City of University City, Missouri by 2x

Get notified about new Secretary to Director jobs in University City, MO.

We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.