ADMINISTRATIVE ASSISTANT
POSITION SUMMARY
The City of Neosho is seeking a professional, organized, and customer-focused Administrative Assistant to provide administrative and clerical support to multiple City departments, including the City Manager, City Clerk, Development Services, Finance, Human Resources, Parks and Recreation, and Public Works. This position serves as a key point of contact for City Hall visitors and callers, assists with daily office operations, processes payments and licenses, supports records and correspondence, and provides coverage for front lobby and departmental functions as needed.
REPORTING RELATIONSHIP
Receives supervision from the Director of Human Resources. Exercises no supervision.
ESSENTIAL DUTIES AND RESPONSIBILITIES—Essential duties include, but are not limited to, the following:
Primary Responsibilities:
1. Provides professional front desk and lobby coverage for City Hall, including greeting visitors, answering and routing telephone calls, responding to general inquiries, and directing citizens to the appropriate department or staff member.
2. Delivers courteous and accurate customer service to residents, vendors, employees, and the public while maintaining confidentiality and professionalism.
3. Processes animal licenses, facility rentals, airport-related payments, park and RV rentals, Civic and Lampo building rentals, and other City transactions as assigned.
4. Collects fees, issues receipts, balances payments, and follows established cash handling procedures and internal controls.
5. Prepares, reviews, and submits timesheets or payroll-related documentation for assigned departments, including Development Services, Parks and Recreation, and Public Works.
6. Provides administrative support to Human Resources, including assisting with employee records, onboarding materials, benefit forms, personnel documents, recruitment materials, and confidential employee communications as assigned.
7. Maintains strict confidentiality of personnel, payroll, medical, benefit, disciplinary, and other sensitive employee or City information encountered in the course of assigned duties.
8. Communicate with employees regarding HR-related matters in a professional, respectful, and discreet manner, ensuring confidential information is shared only with authorized individuals and through appropriate channels.
9. Provides clerical and administrative support to assigned departments, including typing, copying, scanning, filing, data entry, mailing, postage metering, and maintaining organized records and files.
10. Assists with preparing, distributing, tracking, and organizing bid documents, routine correspondence, forms, reports, and other departmental materials.
11. Processes incoming and outgoing mail and assists with records routing, document distribution, and interdepartmental communication.
12. Assists with banking-related tasks, deposits, transfers, reconciliations, or other finance support duties as assigned and in accordance with City procedures.
13. Maintains calendars, schedules, files, supplies, forms, and office materials to support efficient City Hall operations.
14. Responds to requests from City departments and provides coverage or assistance during staff absences, peak workloads, or special projects.
15. Performs other related duties as assigned.
MINIMUM QUALIFICATIONS
Knowledge of:
- Excellent customer service techniques.
- General office processes and equipment.
- Intermediate mathematics ability.
- City and departmental policies and procedures.
- Basic cash handling procedures and internal controls.
- PC operation and Microsoft Office Applications.
- Data entry.
- Basic Human Resources office practices, including employee records, personnel file confidentiality, onboarding support, and handling sensitive information.
Ability to:
- Interpersonal skills to create a pleasant experience for all City Hall visitors.
- Organizational skills to keep accurate records and find important information quickly.
- Work in a team environment.
- Communicate clearly and concisely, both verbally and in writing.
- Time management skills to prioritize and complete a variety of tasks throughout the day.
- Establish and maintain effective working relationships with the public and staff.
- Maintain confidentiality, exercise sound judgment and discretion, and appropriately safeguard sensitive personnel, payroll, medical, financial, and City information.
- Multi-task.
- Maintain accurate and complete records and files.
- Handle HR-related records, employee communications, and sensitive inquiries with accuracy, professionalism, confidentiality, and appropriate discretion.
EXPERIENCE AND TRAINING GUIDELINES
High school diploma or equivalent required. Associate degree or coursework in administrative assistance, business administration, human resources, or a related field preferred. One to three years of experience performing administrative, clerical, customer service, or office support duties preferred. Equivalent combinations of education, training, and experience may be considered.
WORKING CONDITIONS
Environmental Conditions:
Work is performed in an office setting with a considerable amount of public contact. Position may entail walking, standing, bending, or crouching for extended periods of time and ability to lift up to 20lbs.
Tools and Equipment Used:
Computer, calculator, copier, facsimile, phone system, laminator, printers, 10-key, postage meter, vaults.
MISCELLANEOUS REQUIREMENTS:
1. Will be subject to background investigation and possible consumer credit reporting investigation.
2. Must successfully complete pre-employment substance abuse testing and physical.
3. Will be subject to random substance abuse testing.
How to Apply: Interested applicants should submit a City employment application and any required application materials online at www.neoshomo.gov. The position will remain open until filled or until otherwise posted by the City.
CITY OF NEOSHO IS AN EQUAL OPPORTUNITY EMPLOYER
Pay: $40,000.00 - $42,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
