Administrative Associate V

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.

Parks & Recreation Department

September 2, 2026

September 16, 2026

$56,741.77/ Annually

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.

Non-exempt

Full time

The City of Saint Charles Parks and Recreation Department is currently recruiting for the position of Administrative Associate V. The purpose of this position is to provide a variety of professional administrative support to residents and guests of the Parks and Recreation System in addition to assisting in diverse tasks for middle and upper management professionals while maintaining confidentiality and a welcoming demeanor.

The following duties are normal for this position. These are not to be construed as exclusive and all- inclusive. Other duties may be required and assigned.

• Serve as primary point of contact by greeting visitors, answering and directing high-volume
• telephone calls, providing accurate information regarding programs, services and facilities. Escalates situation and calls to supervisors as required
• Process registrations and coordinate facility rentals
• Collect, process, safeguard, and accurately account for all payments and monies received; ensure compliance with established City financial procedures and internal controls; and maintain complete and accurate records. Review records for accuracy and completeness, promptly investigate and correct discrepancies, and ensure all financial transactions can be fully supported and traced through appropriate documentation
• Processes and reconciles daily deposit and inputs into City financial system
• Processes invoices and inquiries with vendors to correct or verify when needed
• Processes building rental contracts and payment schedules; collecting concession information by deadline
• Assures that proper approvals, insurance and permits have been obtained when needed
• Handles routine division or department level purchasing; assists in monitoring departmental budget
• Assists with building reservations for both internal use and special events
• Performs special assignments such as compiling reports, researching information and summarizing data or publications
• Screens incoming correspondence
• Records and prepares Cemetery sales forms. Accepts and directs Cemetery payment vouchers
• Assist other divisions with handling all documents and billings pertaining to all athletic leagues, tournaments and special events
• Performs other standard office duties as needed
• Performs all duties describe in Administrative Support I, II, III and IV

• High school diploma or equivalent and 5 – 7 years of related experience or any combination of education and experience that provides equivalent knowledge, skills and abilities.
• Expert knowledge of all Microsoft Office Suite applications
• Parks and Recreation Registration/Reservation software
• Must be able to quickly learn new software packages
• Demonstrated ability to deal with public in a professional manner
• Requires independent judgment and initiative on assignments; ability to keep information confidential as required
• Ability to work under pressure and multitask

The City of Saint Charles is an Equal Opportunity Employer and participates in E-Verify