Administrative Assistant - City Clerk's Office

The City Clerk's Office in the Office of the City Manager is accepting applications for an experienced, organized, and detail-oriented Administrative Assistant III to assist the City Clerk in providing highly responsible administrative support for elected and appointed City officials and other key staff.

Working under the direction of the City Clerk and collaboratively with other administrative staff in the City Clerk's Office, responsibilities include preparing materials for Mayor & City Council meetings, including resolutions, ordinances, proclamations, agendas, notices, meeting minutes, and other supporting documents and correspondence; records management; public record requests; filing and document retrieval; assisting in the municipal election process; conducting research and preparing reports;

assisting visitors and callers; and other administrative work as assigned.

The ideal candidate will possess strong organizational, customer service, writing, and multi-tasking skills, have excellent attention to detail, and exceptional interpersonal and communication skills to interact with elected and appointed officials, staff at all levels, residents, and other stakeholders. The ability to accomplish tasks under pressure and before deadlines on a consistent basis and proficiency in leveraging technology to enhance efficiency are essential.

Must be able to anticipate and address issues and exercise appropriate judgment when executing tasks in the City Clerk's absence, and proactively provide assistance and support whenever and wherever needed. Must be customer focused, flexible, and resourceful to adapt to changing priorities and deadlines, and able to handle last-minute changes with composure and confidence.

Starting salary for this position is negotiable within the target hiring range ($57,000 to $63,000) and will be offered at a level consistent with the experience and qualifications of the candidate. We provide comprehensive insurance benefits (medical, dental, vision, life), paid time off, generous retirement contributions, health and wellness programs, tools to assist with paying down student loan debt and managing student loans, training and professional growth opportunities, and excellent work/life balance.

• Assist in the day-to-day operations of the City Clerk's Office, including performing a variety of highly responsible professional administrative tasks in support of a wide range of City programs, operations, services, and policies.
• Assist with preparation and publication of Mayor and City Council meeting agendas and packet materials, minutes, notices, announcements, legal advertisements, and transcripts.
• Attend and provide administrative support for meetings of the Mayor and City Council and other public meetings as assigned; perform follow-up activities as needed.
• Assist with management (organization, maintenance, archival, and destruction) of official City records.
• Assist with facilitating accurate and timely processing of legal documents including agreements, contracts, deeds, resolutions, and ordinances.
• Assist the City Clerk with preparing for and conducting City elections in accordance with the City Code.
• Assist with updating and maintaining the City Code and Charter.
• Support the Mayor and City Council's appointment process for City boards, commissions, and committees and provide support to staff liaisons in accordance with the Maryland Open Meetings Act.
• Assist the City Clerk with processing Maryland Public Information Act (MPIA) requests, including locating responsive records, organizing documentation, tracking deadlines, and coordinating with departments as needed.
• Provide technical assistance, user support, training, and troubleshooting related to the City's meeting management software system, records repository, and software used for public information requests.
• Respond to inquiries, complaints, and requests and provide information and assistance to the internal and external customers, in person, by telephone, and by email.
• Conduct and analyze research; write, edit, proofread, and prepare correspondence, reports, agendas, minutes, meeting materials, and other…