Executive Secretary to Board of Aldermen

Nature of Work

This is responsible work performing secretarial and administrative duties for assigned Aldermen in the office of St. Louis City Board of Aldermen. This position has significant public contact.

Minimum Qualifications

Two years of recent experience as a secretary. Must demonstrate excellent interpersonal skills and oral communication skills. Must be proficient in using word processing, spreadsheet, internet and database computer applications, including Microsoft Products, Google Workspace, and Adobe. Must type at least 40 words per minute.

Desirable Qualifications

Some experience assisting the public in a federal, state, or local government setting. Academic background in Office Technology or Paralegal.

Specific Duties

• Compose, type and send out letters, reports and other form of correspondence and documents as requested by their assigned Alderpersons
• Keep their assigned Alderpersons aware of weekly meetings; BOA schedules; Board Bills and Resolutions to be heard in committee; holidays; office closures and frequent meeting changes (email and goggle calendar is most often used for this)
• Answer Aldermanic phone calls and interface with their assigned Alderperson’s constituents, on behalf of their Alderpersons, on a variety of issues and concerns, addressing their City Service Requests and, as best as you can, ensuring they have accurate and proper information
• Submit Aldermanic Service requests using the City Works system and/or hard copies when directed by their assigned Alderpersons
• Help their assigned Alderperson’s constituents understand the Aldermanic and City administrative process when necessary and when requested by their Alderpersons
• Be a quick point of contact and problem solving with the community for their assigned Alderpersons that is pleasant, professional, competent and welcoming
• Maintain files and records in an ordered way for archiving of information and quick retrieval for their assigned Alderpersons
• Annually prepare and compile documents for archiving that are no longer needed by their assigned Alderpersons and is in compliance with any BOA Record Retention and Destruction Policy
• Accept and maintain receipts of their assigned Alderperson’s expenses, in accordance to the Accountable Plan, of their assigned Alderpersons monthly Expense Accounts (this is for Alderpersons who use the Accountable Plan)
• Maintain files of their assigned Alderpersons annual Disclosure Reports if requested by their assigned Alderperson
• Proof their assigned Alderperson’s expense report and make sure it is in the proper form and that it given to the Administrative Assistant
• Contact their assigned Alderpersons in emergencies and to keep them updated on BOA activities and developments
• Update Agendas, Resolutions and Board Bill Books for their assigned Alderpersons for the Friday Full Board meetings on a weekly basis as outlined by the Clerk through the Administrative Assistant (these are books on the Alderpersons desk in the Chambers)
• Keep aware of Board of Aldermen Rules and Procedures
• Determine, with their assigned Alderpersons, the tasks they wish for you to perform and their style of letters, forms, requests, manner of contact, how they want their messages sent and logged, etc.
• If requested by assigned Alderpersons, retrieves, checks and logs emails and phone calls and forward the selected information to their Alderpersons
• Collect and maintain their assigned Alderpersons stamps and keep Alderpersons aware of the count
• Send out emails and postal mailings for their assigned Alderpersons (as requested – this does not include mass mailings)
• Keep their assigned Alderpersons aware of any days you, as their Executive Secretary, have off or won’t be in and let them know who will substitute for you when you are gone (should follow any established office procedure on this)
• Schedules and arranges meetings for their assigned Alderpersons, based upon their requests, keeps their meeting calendar and informs them of upcoming meetings and arranges meeting areas if requested
• Welcome their assigned Alderperson’s guests when they arrive and escort them to the proper meeting site if they are present for a meeting
• Fill in for the Receptions/Typist in their absences and when they are at lunch (this is according to the schedule created by the Clerk or staff assigned by the Clerk to create this schedule)
• Send out mail and emails as requested by their assigned Alderpersons
• Be willing to assist other staff when and where needed, feasible and possible
• Maintain various types of informational data bases for Aldermen (as requested)
• Interfaces with other city, state and federal government offices on behalf of their assigned Alderperson based upon their direction and requests
• Composes and types business letters, memos and other types and kinds of business documents for their assigned Aldermen
• Returns phone calls as requested by their assigned Aldermen
• Other duties as from time to time assigned by the Clerk and/or their assigned Aldermen

Essential Knowledge and Abilities

• Basic typing, office and computer software skills
• Knowledge and proficiency in the use of contemporary office computer applications (MS Word, Excel, PowerPoint and Adobe)
• Ability to communicate effectively both verbally and in writing
• Ability to use personal computers
• Ability to work under pressure of frequent deadlines
• Ability to establish and maintain effective working relationships
• Ability to interact with the public and diverse individuals
• Knowledge of recordkeeping
• Ability to compose, edit and type business letters and other communications and documents

Training and Experience

• Recent experience as a secretary, or other relevant education, training, and experience.
• At least one year secretarial experience in an office setting with heavy public contact.
• Secretarial certificate or equivalent experience and/or knowledge and training.

Salary and Benefits

Salary Range: $45,000.00 - $70,000.00 depending on experience.

To Apply

Please submit your resume and cover letter to Sharita Rogers at rogerss@stlouis-mo.gov.