Senior Administrative Assistant

Description

(Regular, Non-Exempt)

Starting Salary Range: $21.10 - $25.33/hour, DOQ                Closing Date: Open Until Filled

Shift/Workdays and Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m. 

How to apply: Using the “apply” button on this page, please complete the required online application, upload a resume and a list of three professional references with full contact information. For general questions about the position, contact Unique Hiram at (785) 587-2447 or hr@cityofmhk.com.

Summary/Objective   

Contributes to the overall effectiveness of their assigned department by performing advanced administrative secretarial duties and managing operational functions through responsible office management; specific duties may vary by department. This position provides general supervision for other administrative staff. 

Essential Functions  

Performs administrative and clerical functions, assists with general daily operation of the office as required. 

• Duties may include scheduling appointments and inspections, answering & directing phone calls and emails, greeting visitors, managing correspondence, tracking/obtaining releases, website updating, acting as a communication point with external parties, ordering supplies, and processing requests. 
• Assists/directs public with questions and application processes. 
• Makes travel arrangements and obtain itineraries as required. 
• Transcribes, formats, and updates minutes; posts agendas as required. 
• Completes reports and assembles data. 
• Maintains and updates all records, databases, files, and information. 
• Performs all duties of the Administrative Assistant position and provide backup to other administrative staff as required. 
• Public Works Department: Generates, processes, and executes work authorizations, work orders, and posts all bid summaries. 
• Fire Department: Supports the Battalion Chief of Training as required; onboards and offboards employees and maintains training and miscellaneous information during employment. 
• City Manager’s Office: Keeps the City of Manhattan, Kansas, Code of Ordinances up-to-date and distributes supplements to departments and outside entities. 

Provides financial support and performs general accounting/bookkeeping duties for department. 

• Creates invoices, bills contractors, collects and receipts fees, and processes deposits as required. 
• Assists in the research and development of reports concerning budget and special projects. 
• Completes proper accounting and reconciling of all department expenditures and receipts. 
• Maintains non-payment abatement lists. 

Oversees and supervises other staff. 

• Provides general supervision to the administrative staff; assigns job tasks, schedules work hours, and monitors and evaluates work performance. 
• Parks and Recreation Department: Assists in the hiring process of onboarding new/rehire seasonal employees. 
• Fire Department: Coordinates with Kansas State University to facilitate the Kansas Career Work Study Program; submits all payroll information for reimbursement. 

Performs additional duties as required. 

• Attends meetings and trainings as required. 
• Provides support on special projects. 
• Coordinates, orders, and maintains inventory levels; orders office items including clothing, calendar, etc. 
• Posts information on social media sites. 
• Assists with grant and encumbrance materials. 
• Serves on various committees. 
• Ensures compliancy with all applicable regulations, policies, and procedures in all duties. 

Requirements

Required Education and Experience  

• High school diploma, GED or equivalent. 
• Three to five (3 - 5) years prior related experience and/or training. 
• Completion of formal office/secretarial courses. 

Preferred Education and Experience 

• Five to seven (5 - 7 0 years of prior related experience and/or training. 
• Notary public.