Job Type

Full-time
Description
Performs intermediate administrative work serving as Deputy Clerk to the Town Clerk, Assistant(s) and/or Deputy Town Managers, Town Manager, Council, and other Boards and Committees; and assists the Town Clerk with maintaining and distributing reports, preparing and maintaining records and files, and related work as apparent or assigned. Work is performed with the limited supervision of the Town Clerk. Work involves considerable discretion and is performed in accordance with established Town ordinances and NC General Statutes.
Essential Job Functions

• Assists the Town Clerk with ensuring a transparent, responsive, and effective municipal government specific to records management, Council and Management assistance, and overseeing Board and Committee meetings.
• Adheres to goals, objectives, policies, procedures, and work standards for the department services managed by the Town Clerk's office.
• Serves in a parliamentarian role to meeting open meetings law requirements.
• Assists with all public records including the Town Code, ordinances, resolutions, proclamations, oaths, minute books, Town Clerk's office policies and procedures, and Town contracts.
• Assists with the preparation of Board and Committee agendas and other duties in preparation for open meetings.
• Assists with agenda and meeting management software. Ensures staff meet agenda item deadlines to publish the agendas on time to provide transparency to the public and support the Board and Committee members.
• Maintains the Board and Committee membership terms and assists with the appointment process and filings.
• Transcribes meeting minutes.
• Assist with the development of proclamations, agenda items, oaths, ordinances, and resolutions.
• Assists with travel, meetings, receptions, retreats, and other functions as assigned.
• Prepares official documents for microfilm with the NC Department of Cultural Resources.
• Prepares general correspondence, memorandums, reports, schedules, and official notices as assigned.
• Performs complex and confidential support services for the Town Clerk.
• Arranges for public hearing and other legal notices.
• Provides administrative support to the Town Clerk, Assistant Town Manager, Deputy Town Manager, Town Manager, and Board and Committee members.
• Assists Town Clerk with public records requests, records management, and administration for oaths of office.
• Provides backup for Town Clerk's responsibilities, including attesting and notarizing official documents.
• Orders and inventories office supplies.
• Promotes and demonstrates organizational culture, core values, and leadership philosophies consistent with, or complementary to, Town administration.
• Adheres to policies and procedures established by the Town.

Requirements

• Associate degree with coursework in business, secretarial science, or related field and moderate experience in administrative support and office operations, or equivalent combination of education and experience.
• IIMC Certified Municipal Clerk (CMC) within three (3) years of hire.
• North Carolina Municipal Clerk (CMC) within three (3) years of hire.
• Notary Public license within three (3) months of hire.
• Possession of an appropriate driver's license valid in the State of North Carolina.

Knowledge, Skills, and Abilities

• Ability to apply servant leadership and the Town's core values in the performance of duties.
• General knowledge of standard office practices, procedures, equipment, and office assistance techniques.
• Thorough knowledge of the organization and functions of the Town.
• Ability to maintain office records and prepare accurate reports from file sources.
• Ability to perform and organize work independently.
• Demonstrate computer literacy, is technologically savvy, and has a working knowledge of Microsoft Office products. Experience using Laserfiche, iCompass, and other records, agenda, minute software programs is highly preferred.
• Ability to type, take, and transcribe dictation accurately and at a reasonable rate of speed.
• Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor.
• Ability to establish and maintain effective working relationships with Town officials, associates, consultants, outside agencies, and the public.

Physical Requirements
This work requires the occasional exertion of up to 10 pounds of force; work regularly requires speaking or hearing, frequently requires sitting, using hands to finger, handle or feel and repetitive motions and occasionally requires standing and walking; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).
NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned to meet the ongoing needs of the organization. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.
Salary Description

$47,486.09 - $54,609.00