Executive Administrative Assistant

City of St. Joseph•Saint Joseph, MO

About The Position

The Executive Administrative Assistant performs general clerical and secretarial work for the Director of Public Works & Transportation and the Public Works Administration office. The role serves as a frontline contact for citizens, public officials, employees, and visitors, and handles correspondence, telephone calls, meeting scheduling, records, and administrative support. The position has no supervisory or budgetary responsibilities.

Requirements

High school diploma or equivalent.
One to three years of prior experience in a related field.
Typing, word processing, filing, and record-keeping skills.
Knowledge of Public Works divisions, other City department functions, and 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 spreadsheets 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 before employment.

Responsibilities

Record and transcribe meeting minutes and dictation.
Compose letters, resolutions, ordinances, and other correspondence for Public Works Administration.
Support departmental commissions by taking minutes, preparing ordinances, and writing letters.
Respond to customer inquiries related to departmental matters.
Schedule appointments, answer telephones, provide customer service, and refer customers.
Establish and maintain the office filing system.
Coordinate travel arrangements.
Monitor the budget and schedule and attend board or commission meetings.
Maintain departmental records related to employment matters.
Prepare APs, requisitions, purchase orders, and budget transfers.
Monitor the Engineering Clerk to ensure accurate and timely work.
Track the status of vacant positions in the department.
Develop and maintain working knowledge of the department’s divisions, the MPO/SATSO, and other City departments to route citizens correctly.
Perform other related duties as assigned.