Executive Assistant/Deputy City Clerk Position Available In St. Charles, Missouri

Executive Assistant/Deputy City Clerk City of Dardenne Prairie Dardenne Prairie, MO Job Details Full-time From $26 an hour 18 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance Qualifications Executive administrative support Mid-level Microsoft Office Administrative experience Public Administration Bachelor’s degree Certified Notary Public Communication skills Adobe Acrobat Editing Time management Political Science Full Job Description

POSITION OVERVIEW

The Confidential Executive Assistant / Deputy City Clerk is responsible for providing high-level, confidential administrative support to the City Administrator and City Clerk. This position plays a key role in agenda and meeting management, drafting and reviewing official correspondence, ordinances, and resolutions, and conducting research and special projects. As Deputy City Clerk, this position also assists in maintaining official records and ensures compliance with applicable public meeting and records laws. This role requires exceptional attention to detail, discretion, organizational skill, and the ability to work evenings to support Board of Aldermen meetings and other official functions.

REPORTING STRUCTURE

Job Title:

Executive Assistant /

Deputy City Clerk Department:

Administration Reports To:

City Administrator FLSA Status:

Non-Exempt Employment Status:

Full-Time Work Location:

Dardenne Prairie City Hall

ESSENTIAL DUTIES & RESPONSIBILITIES

The duties listed below are representative of this position and do not encompass all possible tasks. Other responsibilities may be assigned as necessary. Executive & Administrative Support Provide high-level executive support to the City Administrator, including calendar coordination, meeting preparation, and document management. Draft and proofread confidential correspondence, memos, reports, ordinances, resolutions, and public notices. Conduct research and compile reports for special projects, policy development, and legislative review. Provide day-to-day and backup support for the City Clerk’s office, including assistance with official records, meeting preparation, and related administrative tasks. Agenda & Records Management Coordinate preparation of Board of Aldermen meeting agendas, packets, and official notices in accordance with applicable laws and timelines. Attend and provide administrative support during Board of Aldermen and other public meetings, including evening hours as required. Serve as Deputy City Clerk, assisting with the maintenance and filing of official City records, ordinances, resolutions, contracts, and meeting minutes. Ensure compliance with Sunshine Law and other state-mandated open records and meeting requirements. Project & Policy Support Assist the City Administrator with research, drafting, and tracking of special initiatives, intergovernmental correspondence, grants and administrative policies. Coordinate communication and follow-up with staff and external partners related to ongoing projects and legislative matters. Monitor deadlines and prepare updates and briefings for City leadership as requested. Accounting Support Provide day-to-day accounting support for City operations, including processing credit card bills, accounts payable, and payroll processing. Assist with the preparation of financial data and reports as needed for City leadership. Public Relations & Customer Service Serve as a professional liaison between the City Administrator’s office and elected officials, residents, and staff. Respond to public inquiries and support constituent services with professionalism and discretion.

REQUIRED QUALIFICATIONS

Education & Experience Bachelor’s degree in Public Administration, Political Science, Communications, or a related field, or equivalent combination of education and relevant experience. Minimum of three (3) years of progressively responsible experience in executive or administrative support, preferably in a governmental or public sector setting Experience preparing agendas, official documents, and supporting elected officials or senior executives. Demonstrated ability to handle confidential information with discretion and professionalism. Certifications (Preferred or Ability to Obtain) Notary Public for the State of Missouri Registered City Clerk (MRCC) designation or willingness to pursue certification

DESIRED SKILLS & COMPETENCIES

Strong knowledge of local government operations, Sunshine Law, and public records practices. Excellent written and verbal communication skills, including document drafting and editing. Proficiency in Microsoft Office Suite, Adobe Acrobat, and agenda management platforms. Superior organizational, time management, and multitasking abilities. Ability to work independently and as part of a team in a fast-paced environment. Commitment to public service, accuracy, and integrity in all professional duties.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

Work is primarily office-based with occasional off-site duties. Evening work is required to support public meetings and special events. Must be able to sit or stand for extended periods, lift up to 25 pounds, and use standard office equipment

Job Type:

Full-time Pay:

From $26.00 per hour

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Schedule:

Monday to

Friday Work Location:

In person