Administrative Assistant

Pay,Benefits, & Work Schedule

Full-time position available with the Civil Rights and Equal Opportunity Department, MWBE Monitoring Division, located at 414 E 12th St.

Salary Range: $18.61-$29.39/hour

Normal Work Days/Hours: Monday-Friday 8:00a.m.-5:00p.m.

Application Deadline Date: July 9, 2024

Responsibilities

• Reports to Assistant to the Director (Admin. Services)

• Conducts opening tasks for the office by 8:00 a.m., Monday - Friday: turn on lights; unlock rolling cabinet (Lock before leaving by 5:00 p.m.).

• Maintains front desk files and front reception area aesthetics.

• Checks the answering machine and emails for communications that came in after-hours. Forward to appropriate resources.

• Answers phone calls and assist callers with appropriate information or redirect the call to appropriate resources.

• Tracks phone calls (date, name, number, question, and resolution).

• Prepares sign-in sheets and maintain records of walk-ins, appointments, etc.

• Welcomes visitors/walk-ins and direct them to the proper resources.

• Walks customers through appropriate online tools (city website, myKCMO/3-1-1/B2G, etc.).

• Puts in work orders as needed for repair and maintenance.

• Reserves rooms for City meetings; approve/deny room requests.

• Setup/cleans rooms as needed for meetings; clean white boards, check dry erase markers, turn on/off projector, other tasks as needed.

• Assigns cases in myCivicApp/MyKCMO (backup).

• Processes Prevailing Wage and Labor Monitoring documents and assign division team projects using the eBuilder system; prepare and label correspondent paper folders.

• Enters vouchers in the PeopleSoft financial system.

• Drops off and pick up daily mail from the Mail Center; date-stamp and place in appropriate staff box. Update correspondence book for mail (yearly).

• Assists CREO staff with Certified Mail and other special mailings upon request. Take pictures of certified mail labels. Document certified mail in the appropriated logbook.

• Checks CREO drop box weekly.

• Empties shredder at least once weekly (with assistance); check bins periodically.

• Updates staff directory and mailbox labels as needed for incoming/outgoing staff.

• Makes recommendations to the supervisor regarding administrative processes and procedures.

• Attends meetings as assigned.

• Performs related duties as required.

Qualifications

REQUIRES high school graduation and 3 years of increasingly responsible secretarial and/or clerical experience; OR an equivalent combination of qualifying education and experience.

Other Information

URGENT!!! CRITICAL RECRUITMENT INFORMATION

Applications and/or resumes are evaluated on the information received by the application deadline. Please ensure that your application or resume clearly demonstrates how you meet the minimum qualifications for the position for which you are applying, this includes providing all relevant educational dates and a detailed description of relevant work experience, including months/years of employment. Applications and/or resumes may not be considered if information is incomplete.

In order for a resume to be used in lieu of an application the resume must have been submitted online via the City's Applicant Tracking System.

Positions requiring a high school diploma/GED certificate must be obtained from a school/program accredited by the Department of Education and recognized by the U.S. Secretary of Education.

The minimum education requirement for positions that allow for experience equivalency for an accredited degree is a high school diploma. Unless otherwise specified, an accredited degree must be obtained from a college or university listed with the U.S. Department of Education and recognized by the U.S. Secretary of Education.

For positions with a salary grade of EX6 or higher that require an accredited degree, qualifying professional experience must be obtained AFTER the accredited degree is obtained.

Successful completion of a pre-employment criminal history/background check is required for all positions. Some positions require a post offer drug screen and/or physical.

If appointed, non-residents must obtain residency inside Kansas City, Missouri's city limits within nine months.

The City of KCMO is an equal opportunity employer that values diversity and inclusion in the workplace.