Administrative Assistant Job at Kansas Employer in Independence

This job was posted by https://www.kansasworks.com : For more information, please see: https://www.kansasworks.com/jobs/13092669 October 29, 2024 Administrative Assistant\ \ \ \ \ The City of Independence will accept applications online at www.IndependenceKs.gov, or in person at\ KansasWorks, 317 N. Penn, Independence, KS 67301, for the position of Administrative Assistant for\ work in the Administration Department.\ \ Basic Function: Under the direction of the City Manager and Assistant City Manager, the Administra-\ tive Assistant provides high-level administrative support, including processing purchase orders, prepar-\ ing financial reports, managing grants, assisting with Landbank administration, and supporting City\ Boards. Essential Duties and Responsibilities:\ Administrative Support Provide clerical support to the City Manager, Assistant City Manager, and other staff as needed, including drafting correspondence, scheduling meetings, and preparing\ reports. Customer Service Answer the phone and assist citizens as needed, including addressing inquiries\ and handling complaints with professionalism. Purchase Order Processing Process purchase orders, ensuring accuracy and adherence to City\ policies and procedures. Financial Reporting Prepare, review, and maintain financial reports and records, ensuring timely\ and accurate completion. Grant Administration Research, write, and administer grant applications. Monitor grant compli-\ ance, including tracking deadlines, maintaining records, and preparing required reports. Landbank Support Assist in administering the Landbank, including reaching out to property own-\ ers, preparing correspondence, managing records, coordinating meetings, and ensuring compliance\ with policies. Document Preparation Assist in the preparation of documents for City Boards, including the City\ Commission, Planning Commission, and other boards as needed. Confidential Matters Draft confidential documents, assist with personnel matters, and maintain a\ high level of confidentiality at all times. Economic Development Support Assist with economic development projects, ensuring confiden-\ tiality and proper documentation. Self-Starter Take initiative to identify tasks that need to be completed and work independently to\ accomplish them without constant supervision. Adaptability Demonstrate a willingness to learn new software and processes. Be open to training\ and able to adapt quickly to new systems and procedures. Dependability Maintain a high level of reliability, trustworthiness, and punctuality.\ Cross-Departmental Support Assist other departments as needed and cross-train for other duties to ensure continuity of operations.\ Data Management Maintain and organize digital and physical files, ensuring ease of access and compliance with record retention policies.\ Communication Coordinate communication between the City Managers office, other depart- ments, and external stakeholders.\ Other Duties Perform additional duties as assigned by the City Manager or Assistant City Manager to support the Citys administrative functions. Page 1 of 2 Administrative Assistant (Continued) Qualifications:\ Strong analytical, organizational, and problem-solving skills.\ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).\ Excellent written and verbal communication skills.\ Ability to manage multiple tasks and prioritize effectively.\ Ability to meet deadlines with high accuracy.\ Ability to draft and handle confidential documents with discretion.\ Attention to detail and a high degree of accuracy in work.\ Must possess excellent customer service skills and a positive attitude.\ Must be a self-starter, capable of keeping busy without constant supervision.\ Must be open to learning, easily trainable, and adaptable to change. Education:\ Required Associates degree in B siness or a related field.\ Preferred Bachelors degree in Business Administration, Public Administration, Accounting, or a related field. Experience: Prior experience in an administrative role with responsibilities in financial reporting, grants\ management, and clerical tasks is highly desirable. Special Requirements:\ Work Schedule This is an in-office position, Monday through Friday, 8:00 AM to 5:00 PM, with a one-hour lunch break. Occasionally there are evening meetings, public emergencies, or other work\ that may result in overtime outside normal working hours. It is not eligible for remote work.