Performs paraprofessional and administrative support work in the Administrative Department; serves as Deputy City Clerk.Essential Duties and Tasks
Attends meetings of the Planning Board and Board of Adjustment and takes minutes; files records and minutes as required by laws; types and prepares minutes; coordinates with City Manager and City Clerk the preparation of materials, agendas, and written documents for the various meetings; assembles and distributes agenda packets.
Assists with maintaining custody of official records including ordinances, resolutions, contracts, leases, deeds, agreements and minutes; ensures proper signatures are obtained; prepares official documents; notarizes documents; prepares documents for recording; maintains roster of terms of boards and commission members; tracks term limits.
Sets up rooms for various meetings; coordinates meals, refreshments, room set up and other issues for events.
Provides assistance to visitors to City Hall; assists with information about development review processes, inspections, zoning permits, etc.; assists development services staff with record storage, retrieval, and preparation; assists with scheduling inspections contacting people for meetings or appointments.
Provides administrative support to a variety of staff and departments in setting up meetings and generating reports and correspondence as required; prepares registrations and makes travel arrangements for City Manager, Mayor and Board members, and City Clerk as needed.
Prepares and compiles a variety of records and reports.
Fills in for City Clerk and other staff as needed.Knowledges, Skills, Abilities
Knowledge of North Carolina General Statutes and of local ordinances governing the responsibilities of City Clerks.
Considerable knowledge of modern office management practices and procedures.
Considerable knowledge of the principles of arithmetic, grammar, spelling and composition.
Knowledge of North Carolina General Statues including open meetings and public records laws, policies, procedures, and processes of City operations and requirements for Council actions and processes.
Considerable knowledge of office technology including word processing, database management, spreadsheets, and other similar software and skill in using the software.
Skills in customer contact, customer service excellence and collaborative conflict resolution.
Ability to gather and analyze information, compose, and implement reports and procedures.
Ability to analyze and use policy and procedures to resolve problems.
Ability to establish and maintain effective working relationships with elected officials, department heads, employees, and the public.
Ability to communicate effectively in oral and written forms.
Ability to organize work, proof work and perform duties accurately.
Ability to work with interruptions.Desirable Education and Experience
Graduation from a community college with a two-year associate degree in office technology or related field and considerable administrative or administrative support experience; or an equivalent combination of education and experience.
Special Requirements
Ability to obtain certification as a Notary Public in NC.
Ability to obtain designation as Certified Municipal Clerk.
