What are the responsibilities and job description for the Executive Administrative Assistant position at St. Joseph Missouri?
Job Summary/Scope
Performs all secretarial duties for director, and clerical budget duties for staff. Work includes payroll timesheets, accounts payable and budget execution duties. No supervisory duties.
Essential Duties and Responsibilities
TYPES and EDITS letters, reports, budget information, resolutions, contracts, ordinances, and other correspondence for the director.
SCHEDULES appointments. ANSWERS telephone and PROVIDES customer service or REFERS visitors.
ORGANIZES filing and council meeting material. RECORDS and TRANSCRIBES dictation from director when requested.
PREPARES requisitions, purchase orders, budget transfers and other budget related documentation.
ATTENDS Planning Commission, Zoning Board of Adjustment, Land Bank Board, Tourism Commission and Downtown Review Board meetings; ACTS as recording secretary by PREPARING minutes and transcripts.
PROVIDES updated zoning information for City Planner to forward to GIS Coordinator. (Buchanan County)
CALCULATES deadlines on ZBA, Downtown Review Board, Planning and Transient Guest Tax applications and PREPARES agendas and staff reports; ASSIGNS Planning and Zoning numbers; OBTAINS necessary mailing lists; PREPARES certified mailings and public notices; TALLIES opposition to zoning actions.
MAINTAINS records for staff and boards attendance.
MAILS meetings notice’s out for TIF meetings.
HANDLES administrative detail on all planning & zoning projects.
UPDATES progress and TRACKS deadlines for planning & zoning projects to ensure schedules are being met.
ASSURES discreet handling of all business.
Other Duties and Responsibilities
ASSISTS in other divisions as needed.
ROUTINELY re-orders office supplies.
ASSISTS in budget preparation
PERFORMS all other related duties as assigned.
Employee Behavior and Conduct
City employees shall conduct themselves in a professional manner and shall exhibit and extend such professional conduct appropriate for the circumstances to those with whom they come into contact both internally and externally during the performance of their duties. Examples of professional conduct include, but are not limited to, being communicative, informative, fair, honest, and respectful.
Required (Essential) Knowledge, Skills and Abilities
Skills in typing, filing, dictation and customer service.
Knowledge of general accounting and payroll procedures.
Knowledge of office procedures and software packages.
Knowledge of municipal government and departmental procedures or ability to learn within probationary period,
Ability to maintain confidentiality of sensitive material and documents.
Ability to communicate effectively with the general public and follow oral and/or written instructions.
Ability to operate standard office equipment including computer, printer and 10-key.
Able to hear well and accurately record business being conducted in a meeting environment.
One to three years prior experience in a related field required.
Material and Equipment Directly Used
Use of computer, 10-key, typewriter, printer, dictaphone, copier, fax and other general office equipment. There may be times when use of personal vehicle may be required.
Working Environment/Physical Requirements
This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, frequently requires speaking or hearing, using hands to finger, handle or feel, reaching with hands and arms and repetitive motions and occasionally requires standing, walking and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).
Education
High School diploma or equivalent required. Associate's Degree in a related field preferred.
Passing of a drug screening required prior to appointment.
AN EQUAL OPPORTUNITY EMPLOYER
The City is a Governmental entity subject to Section 504 of the Rehabilitation Act of 1973,
which requires that otherwise qualified handicapped individuals be protected from discrimination.
Performs all secretarial duties for director, and clerical budget duties for staff. Work includes payroll timesheets, accounts payable and budget execution duties. No supervisory duties.
Essential Duties and Responsibilities
TYPES and EDITS letters, reports, budget information, resolutions, contracts, ordinances, and other correspondence for the director.
SCHEDULES appointments. ANSWERS telephone and PROVIDES customer service or REFERS visitors.
ORGANIZES filing and council meeting material. RECORDS and TRANSCRIBES dictation from director when requested.
PREPARES requisitions, purchase orders, budget transfers and other budget related documentation.
ATTENDS Planning Commission, Zoning Board of Adjustment, Land Bank Board, Tourism Commission and Downtown Review Board meetings; ACTS as recording secretary by PREPARING minutes and transcripts.
PROVIDES updated zoning information for City Planner to forward to GIS Coordinator. (Buchanan County)
CALCULATES deadlines on ZBA, Downtown Review Board, Planning and Transient Guest Tax applications and PREPARES agendas and staff reports; ASSIGNS Planning and Zoning numbers; OBTAINS necessary mailing lists; PREPARES certified mailings and public notices; TALLIES opposition to zoning actions.
MAINTAINS records for staff and boards attendance.
MAILS meetings notice’s out for TIF meetings.
HANDLES administrative detail on all planning & zoning projects.
UPDATES progress and TRACKS deadlines for planning & zoning projects to ensure schedules are being met.
ASSURES discreet handling of all business.
Other Duties and Responsibilities
ASSISTS in other divisions as needed.
ROUTINELY re-orders office supplies.
ASSISTS in budget preparation
PERFORMS all other related duties as assigned.
Employee Behavior and Conduct
City employees shall conduct themselves in a professional manner and shall exhibit and extend such professional conduct appropriate for the circumstances to those with whom they come into contact both internally and externally during the performance of their duties. Examples of professional conduct include, but are not limited to, being communicative, informative, fair, honest, and respectful.
Required (Essential) Knowledge, Skills and Abilities
Skills in typing, filing, dictation and customer service.
Knowledge of general accounting and payroll procedures.
Knowledge of office procedures and software packages.
Knowledge of municipal government and departmental procedures or ability to learn within probationary period,
Ability to maintain confidentiality of sensitive material and documents.
Ability to communicate effectively with the general public and follow oral and/or written instructions.
Ability to operate standard office equipment including computer, printer and 10-key.
Able to hear well and accurately record business being conducted in a meeting environment.
One to three years prior experience in a related field required.
Material and Equipment Directly Used
Use of computer, 10-key, typewriter, printer, dictaphone, copier, fax and other general office equipment. There may be times when use of personal vehicle may be required.
Working Environment/Physical Requirements
This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, frequently requires speaking or hearing, using hands to finger, handle or feel, reaching with hands and arms and repetitive motions and occasionally requires standing, walking and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).
Education
High School diploma or equivalent required. Associate's Degree in a related field preferred.
Passing of a drug screening required prior to appointment.
AN EQUAL OPPORTUNITY EMPLOYER
The City is a Governmental entity subject to Section 504 of the Rehabilitation Act of 1973,
which requires that otherwise qualified handicapped individuals be protected from discrimination.
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