Deputy Town Clerk/Assistant to Town Manager at Town of Landis

Landis, North Carolina, United States -

Full Time

Start Date

Immediate

Expiry Date

05 Jun, 26

Salary

76013.6

Posted On

07 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Paraprofessional Duties, Confidentiality, Public Relations, North Carolina General Statutes Knowledge, Town Ordinances Knowledge, Meeting Minutes Preparation, Record Keeping, Document Recording, File Maintenance, Research, Agenda Preparation, Notary Public, Financial Requisition, Project Management, Calendar Management

Industry

Public Safety

Description

Description DISCLAIMER: This classification specification has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to perform the job. The Physical Requirements and Working Conditions section of this classification may vary from position to position. The employer reserves the right to assign or otherwise modify the duties assigned to this classification. GENERAL DESCRIPTION: Under the direction of the Town Clerk, the Deputy Town Clerk/Assistant to the Town Manager will perform a variety of administrative, paraprofessional, and support duties in the legislative office which require an advanced level of understanding of the Town’s rules and regulations and other organizational goals and services. The employee in this class provides highly responsible, complex administrative support for the Town Manager that requires initiative, independent judgment, and working knowledge of municipal organization/programs and office procedures. Work entails political and sensitive issues that require strict adherence to confidentiality. The Deputy Town Clerk/Assistant to the Town Manager position will have substantial public and inter-department contact at the professional level. Considerable tact and courtesy is required in dealing with the public and staff. The employee must work in accordance with the North Carolina General Statutes, Town Ordinances, and standard office procedures governing the responsibilities of municipal clerks. This position is designated as an non-essential position. ESSENTIAL FUNCTIONS/TYPICAL TASKS: Facilitate and coordinate appointed advisory Town Board recruitment process; Maintain database and ensure Town website is updated for the elected/appointed Town Boards; Maintain meeting calendars for the elected/appointed advisory Town boards; Prepare minutes of the Town Board of Aldermen and Appointed Boards; Ensure minutes of the Town Board of Aldermen and Appointed Boards are microfilmed at the [NC] Department of Archives; Record legal documents at the appropriate Register of Deeds Office for the Town of Landis; Maintain the contract and agreement files for the Town of Landis; Creation and maintenance of files for Annexation, Subdivisions and Conditional (Special) Use Permit Requests and newspaper affidavits; Research files for requested historical documents; Coordinate monthly shred schedule and yearly annual document purge; Knowledge of the open meeting and public records law; Knowledge of Town Code of Ordinances; Provide primary administrative support for Town Clerk and Town Manager; Assist with preparation of the agenda for the Town Board of Aldermen meetings; Maintain Minutes/Resolution and Ordinance Books; Attend Town Board of Aldermen and Appointed Board meetings; Certify official documents in the absence of the Town Clerk; Serve as Notary Public and administer oaths on behalf of the Town as required; Ensuring invoices are coded properly for payment to include legal invoices for Town Manager’s office; Ensure Town Board meeting room set up is complete prior to any meetings; Create financial requisitions for vendor payment; Assist with logistics for meetings of Town Manager; Assist with planning and coordination of special events (Elected Official Event, Organizational Meeting, Advisory Board Appreciation Event, etc.); Serves as official Project Manager for the Town; Maintains the Town Manager's calendar and schedules appointments, conferences and travel for the Town Manager; Other duties as assigned. KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of NCGS; Knowledge of Town of Landis Code of Ordinances; Knowledge of standard operating practices involved in modern office operation and servicing the public; Ability to deal effectively with the public in a tactful and effective manner; Ability to create and maintain accurate records, reports, and files in accordance to NCGS; Ability to prioritize work and meet deadlines; Ability to multi-task and work with high volume of activities; Ability to communicate effectively in oral and written form; Ability to establish and maintain effective work relationships with coworkers, supervisors, and the general public. Requirements PHYSICAL REQUIREMENTS: The physical demands and working environment, which follow, are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to perform the basic life operational support functions of reaching, lifting, grasping, full use of fingers, talking, hearing, and repetitive motions. Must possess visual acuity necessary to perform duties. Must have ability for vocal communications to express or exchange ideas orally and to convey information at normal spoken levels and to receive detailed information at normal levels. Work is sedentary requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. Some light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects. The worker is not subject to adverse environmental conditions. EDUCATION AND EXPERIENCE: A combination of education and experience equivalent to graduation from high school with considerable office management work; Experience in the safekeeping and care of public records and/or high-level administrative assistant duties preferred; Prior municipal experience preferred. SPECIAL REQUIREMENTS: Ability to obtain/maintain Notary Public; Ability to obtain/maintain IIMC Certified Municipal Clerk (CMC); Ability to work/attend occasional night meetings; Ability to maintain a high level of confidentiality; Possession of a valid driver’s license in the state of North Carolina. Must be reachable and able to respond outside of normal operating hours.

Responsibilities

This role involves performing diverse administrative, paraprofessional, and support duties under the Town Clerk, requiring advanced understanding of town regulations and providing highly responsible, complex administrative support to the Town Manager. Key tasks include facilitating board recruitment, maintaining official records and databases, preparing minutes, recording legal documents, and serving as the official Project Manager for the Town.