Boards and , Clerk Secretary

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Reports to: Commissioner of Building, Zoning, and Housing, Recreation Director, Civil Service Commission

Department: Division of Building, Zoning, and Housing, Recreation Department, and the Civil Service Commission

Classification: Part‑time

Salary: $100.00 per meeting

Hours: Determined by when the Recreation Department, Civil Service Commission, Planning Commission, Zoning Board of Appeals, and Architectural Board of Review assemble.

Job Purpose:

The Boards and Commissions Clerk Secretary is responsible for ensuring the accurate and timely documentation of meetings for governmental bodies, boards, and commissions. The Clerk Secretary is accountable to the Commissioner of Building, Zoning, Housing, Recreation, and the Civil Service Commission.

There is one vacancy. The ideal candidate will be confidential, flexible, and able to manage evolving technologies. They will also have strong communication and customer service skills. While not required, having a working knowledge of Adobe Acrobat Pro and PowerPoint would be helpful.

Key Responsibilities:

• Agenda Preparation:
  Assist in preparing and distributing meeting agendas and related materials.
• Attending Meetings:
  Attend meetings of assigned boards, commissions, and other governmental bodies, including City Council meetings.
• Recording Minutes:
  Take accurate and detailed minutes of meetings, including discussions, decisions, and action items. Use recording equipment and handwritten notes.
• Compliance:
  Ensure all meeting procedures and records comply with relevant laws and regulations, such as the Open Meeting Law.
• Distribution:
  Distribute draft minutes to board members for review and approval. Distribute finalized minutes to relevant parties as required.
• Proofreading and Finalizing:
  Proofread minutes for accuracy and correct any errors in grammar, content, and format. Obtain necessary approvals from the chairpersons or relevant parties.
• Public Interaction:
  Respond to inquiries from the public, staff, and other agencies regarding information on file and meeting procedures.
• Record Management:
  Maintain and organize official records, including minutes, agendas, and supporting documents. Ensure records are stored securely and are accessible.
• Transcription:
  Transcribe the recorded proceedings into clear, concise, and non‑verbatim minutes. Practice discernment and confidentiality.
• Other Duties:
  May perform additional duties such as preparing correspondence, maintaining membership lists, tracking board member terms, and assisting with election preparation.

Qualifications:

• Education:
  
  A high school diploma or equivalent is required, with additional college‑level, secretarial, or stenographer training is a plus.
• Experience:
  
  One to two years' previous secretarial or clerical experience is preferred, and experience in government or municipal settings would be highly desirable.
• Familiarity with Civil Service, government, or municipality rules is a plus.

Skills:

• Proficiency in taking and transcribing accurate minutes.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Proficiency in using word processing software and other standard office equipment.
• Ability to work independently and meet deadlines.
• Ability to maintain confidentiality and discretion.
• Work environment typically requires occasional evening work to attend meetings in an office environment.

The City of Richmond Heights is an equal‑opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.