Administrative Assistant

City of Kansas City•Kansas City, MO

13d

About The Position

Provides day-to-day administrative support to the department; assists in maintaining records and systems; facilitates the exchange of information and effectively promotes the department in a variety of ways. This role involves supporting departmental functions, including document preparation, meeting coordination, travel arrangements, and event organization. The position requires strong organizational skills, proficiency in Microsoft Office Suite, and the ability to manage multiple tasks in a deadline-driven environment.

Requirements

High School Diploma or GED required
Two years’ experience as an administrative assistant supporting more than one person
Minimum three years’ experience working with Microsoft Office Suite including Word, Excel, PowerPoint, Outlook, and database computer applications
Ability to solve problems, prioritize and multi-task in a deadline driven environment
Must have experience answering phone in a professional environment
Must have excellent organizational skills, be detail-oriented, and a self-starter
Exercise good judgment and discretion at all times
Ability to be flexible, and able to shift priorities as demands change
Able to work in a team environment and interact closely with team members
Excellent interpersonal skills, with ability to interact effectively and work efficiently with people at all levels in an organization
Excellent verbal & written communication skills
Must be able to effectively handle multiple projects simultaneously in a deadline driven environment
Two years of college preferred
Four years’ experience as an administrative assistant including two years’ supporting more than one person

Responsibilities

Greets and directs visitors; answers phones and takes messages; answers questions requiring knowledge of terminology, organization, supervisor’s responsibilities, etc.
Reviews, routes and prioritizes mail
Arranges and coordinates meetings (including space and equipment)
Utilizes Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and database computer applications
Resolves routine questions and problems, and refers more complex issues to higher levels
Obtains or verifies information in the processing of unit program data, to provide technical assistance concerning system processed information and resolving problems relating to procedures and deadlines
Applies basic to intermediate skills appropriate for the position or specialization
Provides administrative support for the department with document preparation, setting and prepping for meetings, making travel arrangements, and preparing expense reports
Develops and maintains spreadsheets and data as needed
Helps to organize and conduct departmental events, as directed, by securing space, equipment, and food preparing announcements, and agendas, maintaining inventory control, setting up files, making travel arrangements and reservations, and assisting with other events as they occur
Assists with the planning and execution of various KCU events (symposiums, meetings, graduation, etc.)
Works under moderate supervision and clearly defined procedures