Mayor's Assistant (Part-Time)

City of St. Joseph•St. Joseph, MO

1d•Onsite

About The Position

Performs administrative and secretarial tasks in accordance with federal, state and local laws, regulations and restrictions. Processes all correspondence, schedules meetings and public appearances for the Mayor. Drafts and arranges orders for all ceremonial awards presented by the Mayor. Provides support to the Mayor as requested. No supervisory responsibilities.

Requirements

Thorough knowledge of office terminology, office confidentiality protocol, procedures and secretarial tasks of recording and transcribing dictation.
Ability to establish and maintain effective working relationships with others.
Ability to communicate effectively, both orally and in writing.
Ability to follow complex oral and written directions.
Demonstrate ability to maintain office records and prepare reports from such records.
Ability to make decisions that comply with ordinances, regulations and established policies.
Ability to implement decisions within guidelines set out by the Mayor.
Ability to respond immediately to citizen complaints in the absence of the Mayor, within parameters established by written City policy.
Ability to project professional, helpful attitude in dealing with the public; ability to exercise appropriate judgment and use appropriate communications skills when dealing with the media.
Knowledge of rules and restrictions that apply to City government.
Knowledge of political protocol.
Ability to quickly analyze issues, and effectively represent the Mayor.
Ability to work independently with little supervision.
Valid driver's license required.
High school diploma or equivalent required.

Nice To Haves

Experience in event planning desirable.
Two years of college work desirable or any equivalent combination of experience and training that provides the required knowledge, skills and abilities.

Responsibilities

Establishes and maintains Mayor’s schedule and screens visitors, telephone calls and incoming mail.
Prepares response to correspondence received in the Mayor’s Office from dictated notes, or on own initiative.
Attends meetings that the Mayor is unable to attend due to scheduling, or other conflict, and where the attendance by the Deputy Mayor or other Councilmember is not possible. Reports outcome of such meetings to the Mayor.
Provides support for the City Clerk’s Office, as requested.
Establishes and maintains a variety of files as necessary, or as directed.
Completes travel arrangements for Council & Mayor to attend various events and conferences.
Provides the City Clerk with any documentation needed to assist in the Budget process.
Coordinates with community representatives to generate proclamations and citizenship awards and other special recognition to be presented by the Mayor.
Drafts and arranges order for all ceremonial awards presented by the Mayor (e.g. Key to the City, Proclamations and Mayors’ Thanksgiving Dinner - Mayors’ Award).
Maintains office supplies and sends requests to City Clerk’s office for items to be ordered as necessary (e.g. general office supplies, promotional items, awards, etc.).
Maintains a professional and positive image for the media and the public.
Performs all other duties as assigned by the Mayor or City Clerk.