Job Details
Job Location: Bonner Springs, KS
Position Type: Full Time
Education Level: High School
Salary Range: $22.77 - $30.72 Hourly
Travel Percentage: None
Job Shift: Day
Job Category: Admin - Clerical
Description
General Definition of Work
The Administrative Specialist provides high-level administrative and operational support to City Leadership and Fire Department management. This position performs a variety of confidential, complex, and responsible administrative duties including managing calendars and schedules, maintaining personnel and departmental files, coordinating onboarding and employment screenings, managing benefits-related processes, and supporting financial administration. The position assists as a professional liaison between leadership, staff, and external partners while maintaining a high standard of discretion, organization, and professionalism.
Essential Functions
- Provide executive-level administrative support to the City Manager, Assistant City Manager, and Fire Chief.
- Manage complex calendars, coordinate meetings, prepare agendas, and record meeting minutes.
- Maintain personnel records, training certifications, and confidential employee files in accordance with HR and legal requirements.
- Facilitate onboarding processes including employment screenings, background checks, orientation scheduling, and required documentation.
- Support supplemental benefits administration and assist employees with medical, dental, and vision elections.
- Assist with unemployment claims, workers’ compensation claims, and related documentation.
- Sort and process incoming and outgoing mail for the department.
- Cross-train with other departments to ensure continuity of administrative operations.
- Manage departmental purchasing, invoices, vendor payments, and reimbursement requests.
- Develop and maintain systems to track invoices, payments, and departmental budgets.
- Serve as the primary contact for vendor coordination and payment processing.
- Prepare correspondence, reports, and presentations for internal and external use upon request.
- Support human resources processes including benefits communication, policy updates, and personnel actions.
- Update and maintain the Department webpage; post upcoming news and events.
- Ensure compliance with City policies, state, and federal employment regulations.
- Assist with special projects, events, and initiatives as directed by City leadership.
- Maintain a high degree of confidentiality, discretion, and professionalism in all matters.
- Provide front-line customer service support as needed, including phone, email, and in-person inquiries.
- Participate in the improvement of administrative systems and workflows to increase efficiency and effectiveness.
- Performs other duties and activities as assigned.
Qualifications
Knowledge, Skills, and Abilities
- Strong organizational skills and attention to detail.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, Adobe Acrobat, and SharePoint.
- Experience using HR software platforms (e.g., Paycom or similar).
- Knowledge of public service operations preferred.
- Ability to handle confidential information with discretion and professionalism.
- Strong interpersonal skills with the ability to build effective working relationships across departments and with external stakeholders.
Education and Experience
- Minimum of five (5) years of progressively responsible administrative or executive assistant experience, preferably in a public sector or public safety environment.
- Experience managing Human Resources processes and departmental financial transactions.
Physical Requirements
Standard office environment with frequent computer use. Occasional attendance at meetings or events outside of normal business hours may be required. This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and reaching with hands and arms and occasionally requires standing, walking, climbing or balancing, tasting or smelling, pushing or pulling, lifting and repetitive motions; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, using of measuring devices, operating machines, operating motor vehicles or equipment and observing general surroundings and activities; work occasionally requires exposure to outdoor weather conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).
