Senior Administrative Assistant

City of Manhattan; Manhattan (KS); On-site; Full time

Job summary

The City of Manhattan is seeking an Administrative Supervisor to enhance departmental effectiveness through advanced administrative duties. This role includes supervising staff, supporting various departments, and performing essential clerical tasks. The ideal candidate will have relevant experience and a commitment to fostering an inclusive work environment.

Benefits

Comprehensive health benefits

Paid holidays

Tuition reimbursement

Retirement contributions

Qualifications

• 3-5 years related experience/training required.
• Preferred: 5-7 years related experience/training.

Responsibilities

• Perform administrative and clerical duties to support daily office operations.
• Supervise administrative staff and assign tasks.
• Assist with financial support and bookkeeping.

Skills

Administrative Support

Communication

Supervision

Education

High school diploma or GED

Office/secretarial courses

Job description

(Regular, Non-Exempt)

Starting Salary Range: $21.10 - $25.33/hour, DOQ. Closing Date: Open Until Filled.

Shift/Workdays and Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m.

How to apply: Use the “apply” button on this page to complete the online application, upload a resume, and provide three professional references with full contact details. For questions, contact Unique Hiram at [phone] or [e-mail].

The City of Manhattan values diversity and is committed to creating an inclusive work environment. We encourage qualified Minority, Veteran, Women, and Disabled applicants to apply. We are an Equal Opportunity Employer.

Summary/Objective

This role enhances departmental effectiveness through advanced administrative duties and operational management, potentially varying by department. It provides supervision for administrative staff.

Essential Functions

Performs administrative and clerical duties, supporting daily office operations:

• Scheduling, answering calls/emails, greeting visitors, managing correspondence, updating websites, coordinating with external parties, ordering supplies, and processing requests.
• Assisting/public with questions and applications.
• Arranging travel and preparing itineraries.
• Transcribing and updating minutes, posting agendas.
• Preparing reports, maintaining records and databases.
• Performing all duties of the Administrative Assistant and backup support.

Specific department duties:

• Public Works: Managing work authorizations, orders, and bid summaries.
• Fire Department: Supporting training coordination, onboarding/offboarding, and maintaining training info.
• City Manager’s Office: Updating and distributing the City Ordinances.

Financial Support and Bookkeeping

• Creating invoices, billing, collecting fees, processing deposits.
• Assisting with budget reports and projects.
• Reconciling expenditures and receipts, maintaining non-payment lists.

Supervision

• Supervising administrative staff, assigning tasks, scheduling, and performance evaluation.
• Parks and Recreation: Assisting with seasonal hiring.
• Fire Department: Coordinating with Kansas State University for the Career Work Study Program and payroll reimbursements.

Additional duties include:

• Attending meetings and training.
• Supporting special projects, maintaining inventory, posting on social media, assisting with grants, serving on committees, ensuring policy compliance.

Requirements

Education and Experience:

• High school diploma, GED, or equivalent.
• 3-5 years related experience/training.
• Completion of office/secretarial courses.

Preferred:

• 5-7 years related experience/training.
• Notary public certification.

Compensation & Benefits

• Allowances for clothing, boots, vehicle, if applicable.
• City-issued cell phone, if applicable.
• Retirement contributions via KPERS; voluntary contributions available.
• Comprehensive health benefits including medical, dental, vision, prescriptions.
• Paid holidays, vacation, sick leave, parental leave.
• Tuition reimbursement up to $8,000/year, professional development, certifications/licensure reimbursement.
• Additional benefits include disability insurance, group life insurance, employee assistance, and voluntary options.