Administrative Assistant, Senior

City of Jefferson • Jefferson City, MO

1d • Onsite

About The Position

The City of Jefferson is currently accepting applications for an Administrative Assistant Senior for our Fire Department. This position provides advanced office support to staff; processes payroll; answers all correspondence not requiring management decision; prepares complex reports, manuals, and other materials; receives and directs calls, answers various inquiries personally, and provides information on departmental services and functions; maintains appointment schedules; manages variety of administrative tasks without direction from supervisor; makes travel arrangements; and handles calls in supervising manager's absence.

Requirements

• Ability to type for extended hours at sixty words per minute without interruption
• lift heavy file boxes
• visual ability sufficient to effectively operate office equipment, read and write reports, correspondence, and instructions
• hearing and speaking ability sufficient to hold conversation both in person and over a telephone
• deliver and pick up paperwork within the building and throughout the City
• maintain effective working relationships with other employees and the public
• Ability to concentrate on work and maintain accuracy with constant interruption
• Requires a high school diploma or equivalent
• three years of general office or administrative experience
• Knowledge of office practices and procedures
• business English, spelling, grammar, and arithmetic
• operation of office equipment
• knowledge of government operations, rules, and regulations
• word processing and spreadsheet software
• Ability to make complex decisions in accordance with established policies and procedures
• maintain office records
• prepare accurate reports
• perform office management details without referral to a supervisor

Responsibilities

• Prepares and maintains departmental records
• maintains computer database
• prepares and creates reports
• tracks legal matters
• supervises and trains office staff
• delegates workflow to other staff
• handles administrative tasks in supervisor's absence
• Processes and maintains all payroll records including understanding and ensuring all payroll is processed accurately and according to policy
• Works with vendors to secure uniform items for stock and as requested by staff
• Composes correspondence, reports, manuals, and other materials
• composes and types letters and other material
• Prepares payroll and handles personnel records
• tracks department expenses
• processes invoices for payment
• Receives telephone calls and visitors
• answers inquiries and complaints personally
• provides information on departmental services and refers to appropriate persons
• schedules appointments
• arranges and confirms meetings with City officials
• maintains appointment schedules
• Handles complex special projects or department specific functions such as: grant applications, special events organization, City Council and Committee research projects and reports, FEMA/SEMA paperwork, capital improvement files, Unitede Way, and program registration.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED