Executive Administrative Assistant

City of St. Joseph•St. Joseph, MO

4d•Onsite

About The Position

Performs general clerical and secretarial work for the Director of Public Works & Transportation and the Public Works Administration office. Serves as a frontline contact for citizens, public officials, employees, and visitors, and creates, distributes, and routes correspondence, answers telephone calls, and schedules meetings. The role has no supervisory or budgetary responsibilities. The position supports Public Works Administration and departmental commissions, responds to customer inquiries, maintains records and filing systems, coordinates travel, monitors budgets, and prepares financial and purchasing documents. It also monitors the Engineering Clerk’s work and tracks vacant positions. The employee is expected to develop and maintain working knowledge of the department’s divisions, the MPO/SATSO, and other City departments to route citizens appropriately. Work is performed in an office setting with a controlled environment. The employee must be able to sit and work at a computer terminal for long periods and seldom lift more than 10–20 pounds. Applicants must pass a drug screening and criminal background check before employment.

Requirements

One to three years of prior experience in a related field.
High school diploma or equivalent.
Skills in typing, word processing, filing, and record keeping.
Knowledge of Public Works divisions and other City department functions.
Knowledge of general office procedures.
Good organizational skills and the ability to communicate effectively 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 IFAS and One Solution programs.
Knowledge of dictation.
Must pass a drug screening and criminal background check prior to employment.

Responsibilities

Records and transcribes meeting minutes and dictation.
Composes letters, resolutions, ordinances, and other correspondence for Public Works Administration.
Supports departmental commissions, including taking minutes, preparing ordinances, and writing letters.
Responds to customer inquiries relating to departmental matters.
Schedules appointments, answers telephones, provides customer service, and refers customers.
Establishes and maintains the office filing system.
Coordinates travel arrangements.
Monitors the budget and schedules and attends board or commission meetings.
Maintains departmental records related to employment matters.
Prepares APs, requisitions, purchase orders, and budget transfers.
Monitors the Engineering Clerk to ensure accurate and timely work.
Tracks the status of vacant positions in the department.
Maintains working knowledge of the department’s divisions, the MPO/SATSO, and other City departments to route citizens appropriately.
Performs other related duties as assigned.
Conducts oneself professionally and treats internal and external contacts appropriately.