Executive Assistant II – Facilities - City of St. Charles, MO

The purpose of this position is to provide a range of administrative assistance and technical support to Public Works management in support of and under the direction of the Facilities Maintenance Superintendent.

Essential Duties and Responsibilities

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Maintain City Hall records and Facilities Maintenance files including parking garage general ledger, gate receipts, garage passes; City Hall elevator inspection permits; vendor contracts; project reports and studies; equipment and supply inventories, invoicing, requisitions, and journal transfers, petty cash.
• May prepare and sign routine non-technical correspondence and sign the supervisor's name as directed.
• Schedules tentative appointments without prior clearance.
• Makes arrangements for conferences and meetings, and assembles materials as directed.
• May attend meetings and record and report on proceedings.
• Assures that proper clearances have been obtained when needed.
• Collects information and prepares specific department reports.
• Refers non-routine requests to supervisor or staff.
• Handles routine division or department level purchasing.
• Assist Facilities Maintenance Superintendent in; monitoring operating and project budgets; preparation of written correspondence to include:special council reports, operating and Capital Improvement Program budgets, drafting Request for Proposal documents, and bid specifications.
• Engage citizens or project stakeholders as requested by Facilities Maintenance Superintendent.
• Receive City Hall mail and deliveries and distribute to various departments as needed.
• Prepares outgoing mail.
• Performs the duties of lower level administrative support staff as needed.
• Perform the following duties as requested by the Facilities Superintendent; research products and materials, solicit quotes, communicate with contractors to assist Facilities Superintendent or other staff, monitor budgets, review and assemble quotes and bid documentation, review certified payroll, insurance, bonds, submittals, and other required contractor documentation.

Minimum Training and Experience Required

• High School Diploma or equivalent.
• Proficient use of standard office software (MS Word, Excel, PowerPoint, etc.).
• Ability to research and quickly learn new software systems or procedures.
• Ability to quickly learn and memorize names, voices, and faces.
• Ability to provide courteous and friendly customer service that anticipates stated or unstated needs of individuals and attempts to provide additional suggestions for assistance.
• Any combination of education and experience that provides equivalent knowledge, skills, registrations and abilities.

Physical Abilities Required to Perform Essential Job Functions

• Ability to coordinate eyes, hands, feet and limbs in performing skilled movements such as rapid keyboard use.
• Ability to exert light physical effort in sedentary to light work, typically involving lifting, carrying, pushing and pulling.

The City of Saint Charles is an Equal Opportunity Employer and participates in E-Verify

How to Apply:

Online employment applications can be accessed on our City Website: www.stcharlescitymo.gov