Administrative Assistant, Senior in Jefferson City, Missouri at City of Jefferson

The City of Jefferson is currently accepting applications for a Senior Administrative Assistant. This position serves as the Senior Administrative Assistant to the Mayor, City Administrator and the City Administrator’s office, providing high-level executive support. The position is essential in managing day-to-day office operations, calendars, communications, and special projects ensuring efficiency and professionalism in all interactions and processes.
Administrative Support: Prepare and manage correspondence, proclamations, letters, and reports. Maintain calendars, schedule meetings, and coordinate conference calls. Take minutes, prepare agendas, and ensure accuracy in documents, including policies, procedures, and bylaws.

Communication: Serve as the first point of contact for phone calls, visitors, and inquiries. Address complaints and service requests tactfully and professionally, providing accurate information or directing them to the appropriate department.

Office Operations: Oversee administrative operations, coordinate office equipment repairs, and manage general building maintenance as needed. Facilitate contracts and ensure tasks are completed effectively.

Record-Keeping and Reporting: Prepare and maintain records, databases, and spreadsheets. Generate reports, track departmental expenses, handle payroll, and manage accounts receivable/payable, deposits, billing, and refunds.

Content Creation: Develop content for internal and external communication channels, including newsletters, websites, and social media.

Special Projects and Committees: Handle various special assignments, including supporting committees and coordinating projects.

Financial and Grant Support: Research and compile information for expenditure reports, grant applications, reimbursements, or payments, adhering to relevant guidelines.

Key Competencies

• Strong organizational and multitasking skills.
• Exceptional written and verbal communication abilities.
• Proficiency in office software and database management.
• Professional and courteous demeanor when interacting with the public and internal stakeholders.
• Ability to handle sensitive information with discretion and confidentiality.

Must have a valid drivers' license.

Requires a Bachelor's degree or three - five years related experience in government or public setting and/or training; or an equivalent combination of education and experience.

Experience in office support, managing schedules, correspondence, writing, and special
projects.

Demonstrated ability to communicate effectively with visitors, elected officials, and staff, both in person

Requirements:

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Canva.
• Experience with office management software, scheduling tools, and database systems.

Interpersonal Skills:

• Strong written and verbal communication skills.
• Exceptional customer service skills with the ability to interact tactfully and professionally with the public, staff, and elected officials.

Organizational Skills:

• Proven ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.
• Attention to detail and accuracy in record-keeping and document preparation.

Additional Requirements:

• Ability to maintain discretion and confidentiality when handling sensitive information.
• Flexibility to occasionally attend meetings or events outside standard office hours.

This position typically works Monday - Friday from 8:00AM to 5:00PM.

This position will be posted until filled.

This job description is not intended to be all-inclusive. Employees may be expected to perform other duties as necessary for the effective operation of the department and the City. In addition, employees may be required to work additional or varying hours and typical or non-typical duties during emergency situations.