This is a full time, Exempt (salary) position with some evenings required. Grade 13.

The City Clerk Meeting Coordinator serves as a vital member of the City Clerk's Office and reports directly to the City Clerk. This position offers advanced administrative and clerical support in a fast-paced, high-visibility municipal environment. The Coordinator is primarily responsible for managing all aspects of public meeting preparation, coordination, attendance, and documentation. This includes preparing accurate and timely meeting minutes, handling meeting logistics, and ensuring all related documentation complies with state and local regulations. The position also supports public records management, committee coordination, and special projects under the direction of the City Clerk.

The City Clerk's Office is highly technology-driven, with a strong emphasis on the Microsoft Office Suite, Adobe, and the integration of artificial intelligence to streamline processes and enhance public communication. The ideal candidate is detail-oriented, self-motivated, and capable of managing multiple responsibilities with discretion, professionalism, and adaptability. • Assist the City Clerk in the day-to-day operations of the City Clerk's Office.
• Transcribe and prepare City Council and Committee meeting minutes with accuracy and timeliness.
• Set up and post meeting agendas following legal requirements and internal procedures.
• Coordinate all aspects of Council meetings, including room setup, technology, refreshments, and logistical support.
• Attend City Council and Committee meetings, providing on-site coordination, materials management, and speaker facilitation.
• Ensure timely and legally compliant public notification of City Council agendas, meeting minutes, and associated materials.
• Schedule meetings, send invitations, manage calendars, and reserve meeting spaces.
• Assist with digital and physical records management of official City documents such as ordinances, resolutions, contracts, agreements, MOUs, IGAs, and proclamations.
• Maintain accurate and updated records for City boards, commissions, and committees.
• Update and maintain City Clerk and City Council pages on the municipal website.
• Assist with the planning and execution of civic initiatives such as the Citizens Academy.
• Prepare and distribute Council agenda packets and related documentation.
• Support general administrative functions of City Hall as needed.
• Handle sensitive information and maintain strict confidentiality.
• Perform other duties as assigned.• Minimum of two (2) years of professional experience in administrative, clerical, or executive support roles—preferably within the public sector, nonprofit, healthcare, education, or related fields.
• Associate degree or higher preferred; relevant experience may be substituted on a year-for-year basis.
• Equivalent combinations of experience and education will be considered.
• Familiarity with municipal government operations or the Council-Manager form of government is highly desirable.
• Must be eligible to become a Notary Public.

Knowledge, Skills, and Abilities:
• Exceptional attention to detail and organizational skills.
• Strong written and verbal communication abilities.
• Excellent customer service skills and ability to engage diplomatically with elected officials, staff, and the public.
• Ability to prioritize multiple tasks, meet deadlines, and work both independently and collaboratively.
• Proven ability to handle confidential and sensitive information with integrity.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe Acrobat, and online collaboration platforms.
• Experience coordinating virtual meetings (Zoom, Teams, etc.) and managing hybrid meeting attendance.
• Knowledge of or willingness to learn how to use artificial intelligence tools to enhance meeting documentation and streamline communication workflows.

Preferred Attributes:
• Demonstrated initiative and a proactive approach to problem-solving.
• Comfortable working in a technology-forward environment.
• Flexibility to work evening hours to attend public meetings.
• Ability to remain composed in high-pressure or time-sensitive situations.
• Collaborative team spirit and willingness to contribute to a positive office culture.

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City Clerk Meeting Coordinator