Senior Management Assistant

Job Title Senior Management Assistant Department Administration Posting Date May 16, 2025 Closing Date for Resumes/Applications Open Until Filled Salary $70,218.05/ Annually Comprehensive, Cost Effective Benefits Package: Medical, Dental, Voluntary Vision, Life and Disability Insurance; FSA; HSA; Lagers Pension- L6 Tier and Deferred Compensation program; Paid Vacation; Paid Holidays; Employee Assistance Programs and Educational Benefits.

Exempt/Non-exempt Exempt Status Full time The purpose of this position is to support and assist the Director of Administration, the Mayor, and the City Council in the achievement of the City-wide organizational goals and objectives; serve as liaison to the City Council; perform advanced professional level administrative duties involving gathering information, making statistical analysis and studying and resolving special administrative problems or policy; coordinates delivery of services with City departments staff; provides research, analysis and development of policies and procedures; manages projects; and resolves highly complex and difficult customer and administrative problems.

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.

Serves as a Liaison to the City Council and maintains the Council Watch List and Council Hub; works with all City departments and staff to resolve issues brought forth by Council and residents; provides weekly communication updates to Mayor, Council and Administration.

Gathers, prepares and compiles information for the Mayor, City Council, and Director of Administration as necessary or requested, providing recommendations on pertinent issues affecting the achievement of the City's goals and objectives.

Performs extensive research for special projects; collects information on operational, technical and administrative problems, performs comprehensive analysis, including conducting, completing, and analyzing studies, surveys, and audits; writes clear and accurate reports; makes recommendations based on findings to management.

Meets deadlines and provides timely information/analysis on policy or procedural research; conducts research on policy issues or questions, provides recommendations and reports on the merits of the recommendations.

System administrator for Report a Concern and Council Hub.

Directs concerns to appropriate City Departments and provides responses to Council and residents.

Manages the City's Trash Exemption Program and maintains all applicants and annual renewals for the program.

Investigates and answers sensitive phone calls, citizen inquiries, and complaints; provides information, resolves problems or refers calls to the appropriate staff for resolution; conducts follow-up to ensure resolution.

Writes various communications including but not limited to reports, proposals, memos, policies and executive summaries.

Organizes projects, initiatives, and operations with City departments, and follows up accordingly to ensure timely completion.

Communicates and coordinates regularly with appropriate staff to maximize the effectiveness and efficiency of interdepartmental operations and activities.

Participates in City meetings, committees, and subcommittees and may be required to attend other City functions as required.

Serves as Staff Liaison to the Liquor Commission, the Mayor's Youth Task Force and various other Commissions and Boards, and prepares, drafts disseminates, and maintains pertinent correspondence for the Commissions.

Coordinates public engagement and other citizen group meetings and projects, and completes follow-up activities.

Additional duties as required.

Minimum Training and Experience Required Bachelor's Degree in Public or Business Administration, Management or a related field.

Master's degree preferred.

Exceptional writing and editing skills with the ability to produce clear, concise, and persuasive documents.

Excellent verbal and interpersonal communication abilities.

Outstanding customer service skills.

Ability to work with all levels of the organization and multitask.

Strong analytical and problem-solving skills.

Requires independent judgment and initiative on assignments that are sensitive in nature.

Any combination of education and experience that provides equivalent knowledge, skills, and abilities will be considered.

Physical Abilities Required to Perform Essential Job Functions Ability to operate a computer, keyboard, mouse, phone, copier, and other office equipment.

Prolonged periods of sitting at a desk (commonly 6–8 hours/day). Occasional standing or walking (e.g., moving between offices, attending meetings). Near vision to read documents, emails, and computer screens.

Ability to adjust focus and handle screen exposure for extended periods.

Adequate hearing to participate in conversations, virtual meetings, and phone calls.

Clear verbal communication for interacting with coworkers, clients, or supervisors.

Ability to walk short distances within the office.

Reaching and bending to access files, drawers, or office supplies.

Occasionally lifting objects such as files, boxes, or office supplies (typically under 20 lbs). Sustained concentration and attention to detail.

Ability to follow instructions, multitask, and meet deadlines.

How to Apply: Online employment applications can be accessed on our City Website: The City of Saint Charles is an Equal Opportunity Employer and participates in E-Verify

Full Time