EMPLOYMENT OPPORTUNITY

The City of Saint Charles Human Resources Department is currently recruiting for the position of Executive Assistant II - Assistant to the Mayor for the Mayor's Office. The purpose of this position is to perform a variety of complex clerical, secretarial, administrative support and office management tasks

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.

• 
  Composes, edits, types, copies and distributes all the Mayor's correspondence and reports. Submits correspondence and reports to the Mayor. Assists with various reports by compiling data and doing research.
• Schedules meetings and appointments for the Mayor. Updates appointment calendars.
• Drafts/prepares press releases as requested by the Mayor.
• Responsible for city tax refund on utilities program and trash exemption program.
• Responsible for maintaining log of all Board/Committee/Commission members, including attendance tracker. Provides a monthly report to the Mayor of expiring terms, notification of resignations. Prepares notice of member appointments/reappointments to council.
• Prepares Oath of Office for new police officers and schedules date/time for the Mayor to swear in the officer.
• Prepares D.A.R.E. certificates for school resource officers for each of their D.A.R.E. graduates.
• Drafts, prepares proclamations for organizations/individuals/officials.
• Prepares agenda/minutes, post meeting notices for committees as directed by the Mayor.
• Prepares quarterly and annual office expenditure report for the Mayor.
• Establishes and maintains Department filing and records index systems.
• Coordinates meetings for the Mayor with constituents, local and regional groups, business leaders, etc.
• Prepares or directs reporting staff to accumulate material and research for drafts of speeches, presentations, articles, editorials, and policy statements delivered by the Mayor and City Administrator.
• Prepares reports, written materials such as articles and memos; coordinates publishing and distribution both internally and to citizens, organizations or community groups.
• Ensures compliance with statutory responsibilities and directives.
• Perform general administrative assistant duties such as answering phones, emails, scheduling appointments, preparing/proofing written correspondence and other official documents, greeting visitors, and responding/following up to inquiries.
• Manage and oversee special projects as directed by the Mayor and Administration.
• Enters and monitors departmental budget; coordinates and oversees all departmental accounts payables, receivables and contracts.
• Performs special assignments such as researching information and summarizing data or publications.
• Plan and coordinate special events/meetings as needed.
• Handles travel & conference requests, arrangements, expense reports and mileage reports for Director and other office staff.
• Performs other job duties as assigned.

PREFERRED/DESIRED QUALIFICATIONS:

• Associate degree in Office Management or related field.
• Three to five years executive administrative support experience.
  

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