Administrative Assistant- Part Time

Job Description

The Administrative Assistant is responsible and has duties assigned directly to the Executive Director

Qualifications: 

Excellent working knowledge of the English language in the areas of grammar, spelling and punctuation. 

Ability to draft correspondence for own and others’ signatures, as well as bulletins, meeting notices, agendas, minutes, and news releases.

Ability to type accurately at a high rate of speed.

Proficient in Microsoft Office.

Duties:

Routes incoming calls to the appropriate staff to assist in providing the services required or in communicating on behalf of the agency.

Greets and directs guests to the Commission’s office to appropriate staff or meetings.

Types and formats correspondence, reports, bulletins, meeting notices, agendas, minutes, applications, mail merges, and other documents as necessary.

Proofs/edits/properly formats correspondence, reports, applications and other documents prepared in draft by other staff.  Also ensures that all sections of documents agree within that document. 

Verifies employment eligibility through E-Verify.

Prepares several letter progress reports to various federal and state agencies.

Maintains the Regional Planning Commission’s mail list of approximately 2,000 entries, as well as the Commission’s master e-mail address book.

Oversees the Commission’s central and retired filing systems.

Prepares several of the entries in the Commission’s policy and procedures handbook.

Develops forms to track incoming cash/checks, as well as listings of both contractual and services receivables, and records incoming cash, tracks receivables accordingly, and makes deposits under direction of Fiscal Officer and Executive Director.

Prepares the receipts summary portion of the monthly financial statements provided to the Commission membership.

Maintains the Commission’s petty cash funds.

Assists with drafting various funding proposals and contracts.

In charge of keeping the official minutes of various organizations with which the Commission works. Ensures that minutes are accurately recorded at meetings of these committees/organizations, transcribed in a timely manner, and presented to appropriate staff for editing.  Minutes are to be filed in the official minutes’ books, along with meeting notices, agendas, financial reports, handouts from meetings, and attachments to the minutes.

Posts meeting notices and agendas for the listed organizations/committees to ensure requirements of the Missouri Open Meetings Law are met.

Ensures incoming and outgoing mail are properly handled and that mail is routed to appropriate staff in a timely manner.  Ensure incoming mail and outgoing mail are picked up from the P. O. Box or taken to the Post Office for mailing daily. 

Ensures that all incoming checks written to the Commission or other organizations administered by the agency are endorsed with the appropriate endorsement stamp “For Deposit Only” and recording daily receipts.

Report all receipts and deposits to Fiscal Officer.

Deposits receipts in the appropriate checking or other accounts of the agency.  Ensures that duplicate deposit slips are completed and returned when deposits are made at various financial institutions. 

Responsible for planning the Commission’s annual dinner meeting.  This entails developing a guest list, designing/preparing the invitations, reserving hall space and caterering, developing name tags and check-off lists for guests, working with a florist for decorations, etc.

Must be able to lift a minimum of 20-pound boxes and packages.  Candidates must be able to complete all physical requirements of the job with or without a reasonable accommodation

Other duties as assigned.

 For more details or to apply please visit the job listing on indeed at: https://www.indeed.com/job/administrative-assistant-8c3ef16695bb8e30

For questions regarding job posting please call Kara Johnston at 573-547-8357 ext. 300