Assistant City Clerk - Richmond, United States - City of Richmond, VA

Description

Salary : $40, $64,001.60 Annually

Location : Richmond, VA

Job Type: Full-Time

Job Number: 04M

Department: City Clerk

Opening Date: 11/03/2023

Closing Date: Continuous

Are you Richmond R.E.A.D.Y?
Respect. Equity. Accountability. Diversity...YOU

This is an EXCITING time to Join the City of Richmond We are committed to nurturing talent, fostering growth opportunities, and building strong connections within our workforce. As we continue to make strides to becoming the employer of choice, we are thrilled about the below employee benefit enhancements:

• Virginia Retirement System (VRS)
• Language Incentive
• Referral Bonus
• Tuition Assistance Program

Description

With a host of professionals who are vital to the mission and vision of the City of Richmond, the Office of the City Clerk is seeking highly qualified candidates to fill the position of Assistant City Clerk. The successful candidate will be responsible for performing executive level administrative duties with a high level of efficiency in support of the City Clerk. Responsibilities may be complex in nature and the position interacts frequently with City Council, City agency personnel, and the public. If you are seeking a meaningful role where you can make a difference improving and growing our City, we welcome you to explore and apply for this exciting job opportunity.

**This posting may be used to fill additional jobs at the Assistant City Clerk Senior level. The pay range for this position level is $42, $73,611.20 annually. Selection at this level will be based on experience and qualifications illustrated in the completed application, along with the required attachments.**

**This position is unclassified. Therefore, the incumbent serves at the will of the Appointing Authority.**

Duties include but are not limited to

• Editing and preparing meeting agendas and packets, and minutes of Richmond City Council and Standing Committee meetings
• Authoring and preparing general correspondence, legal notices, reports, public information advisories, and other forms as required
• Filing and retrieving documents
• Attending and providing administrative and general technical support during Richmond City Council and Standing Committee meetings, such as setting-up Council Chamber and other meeting rooms in advance of Council meetings
• Sharing the following office tasks: telephone coverage and walk-in traffic; opening, sorting, and routing incoming correspondence and e-mail; routine filing of office documents
• Responding to requests for information; providing research from files, minutes, City Code, and a variety of source material; and following public records request policy in responding to and tracking public records requests
• Assisting with the management and retention of public records per policy and Commonwealth of Virginia requirements; preparing records for electronic imaging
• Assisting with the planning of Richmond City Council related events
• Performing other closely related duties as assigned

**The selected candidate may be required to perform related duties after working hours to attend Council, board/commission, and other meetings and events, as needed.**

Qualifications, Special Certifications and Licenses

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge, Skill & Ability or some combination of the following:

Software such as Microsoft Office Suite (Outlook, Word, PowerPoint, etc.) and Legislative and Meeting Management Software (such as Granicus). Standard office equipment such as computers, telephones, copiers, fax machines, scanners, presentation easels, A/V equipment, etc. City rules, legal codes, court procedures, and parliamentary processes. English language and grammar. Preparing documents for workshops, conferences, and meetings. Providing customer service. Thinking critically to solve problems. Organizing files in a clear manner. Working independently. Coordinating and managing multiple schedules at once. Transcribing notes. Taking minutes of meetings. Communicating effectively orally and in writing. Researching information. Paying attention to detail. Working efficiently in a fast-paced environment. Multi-tasking.

MINIMUM TRAINING AND EXPERIENCE:

• High school diploma or GED
  
• Associate's degree in a related area is preferred
• Two (2) years of advanced administrative assistant experience with experience in taking meeting minutes and transcribing notes
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification

PREFERRED TRAINING AND EXPERIENCE:

The successful candidate will demonstrate through a complete and detailed application and rsum attachment:

• At least two years of experience working in an urban local or state government organization
• At least one year of professional experience working in a local government legislative or Clerk's office of similar setting that includes retaining, retrieving, organizing, and securely destroying official records and documents
• Basic level proficiency with a government content management system, such as Granicus; and intermediate skills in Microsoft Word and Excel
• Excellent oral and written communication skills; research; organization skills, and ability to follow direction
• Demonstrated ability to serve the public, staff members, elected officials and other agencies on the phone and in person with a high level of professionalism; maintain effective working relationships with City Administration, department directors, employees, elected officials and the public; work independently and effectively while handling multiple tasks simultaneously, to work through detailed problems while applying substantial attention to detail; and to maintain confidential data and information
• Schedule availability to attend required meetings that may extend beyond City of Richmond standard work schedule hours
• Bilingual ability is a plus

LICENSING, CERTIFICATIONS, and/or OTHER SPECIAL REQUIREMENTS:

• None required.

Equal Employment Opportunity Statement

The City of Richmond provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type 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.

The City of Richmond is committed to the full inclusion of all qualified individuals. As part of this commitment, the City of Richmond will ensure that persons with disabilities are provided with reasonable accommodations. If reasonable accommodations are needed to participate in the job application and/or the interview process, please contact Jessica McKenzie, Talent Acquisition Partner, Senior at or by mail at

This policy applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation and training.

The City of Richmond Values Veterans-We are an Official V3 Certified Company.

With over 4,000 employees, the City of Richmond is an "Employer of Choice" among cities throughout the nation. The City strives to hire and retain employees who bring dedication and talent to the workforce. Offering a competitive, cost effective, and quality benefits package is one element of an "Employer of Choice".

The City offers a full range of benefit programs from initial hire through retirement. Please visit our Web site for details.

01

10-point compensable veteran. You must have an existing compensable service-connected disability of 10 percent or more. Other 10-point veteran include disabled veteran or a veteran who was awarded the Purple Heart for wound or injuries received in action, veteran's widow or widower who has not remarried, wife or husband of a veteran who has a service-connected disability, widowed, divorced or separated mother of an ex-service son or daughter who died in action, or who is totally and permanently disabled. Do any of these apply?

• Yes
• No

02

5-point veteran's must have been discharged under honorable conditions and had one of the following:Active duty in the Armed Forces of the United States, in a war, or during the period 4/28/52-7/1/55 or active duty for more than 180 consecutive days other than for training, any part of which occurred during the period beginning 2/1/55 and 10/14/76 or active duty during the Gulf War sometime between 8/2/90 - 1/2/92 or active duty in a campaign or expedition for which a campaign badge has been authorized or active duty for which more than 180 consecutive days other than for training, any part of which occurred during the period beginning 9/11/2001 and ending on the date prescribed by the Presidential proclamation or by the law as the last date of operation Iraqi Freedom. Do any of these apply?

• Yes
• No

03

Are you willing and available to perform related duties beyond regular work hours to attend council meetings, commission meetings, work sessions, etc. as required?

• Yes
• No

04

Which best describes your highest level of education?

• High school diploma/GED
• Some college
• Associate's degree
• Bachelor's degree
• Advance degree

05

Which best describes your years of experience providing advanced administrative support?

• Less than two years of experience
• Two to three years of experience
• Three to four years of experience
• Six or more years of experience

06

Which best describes your years of experience working in a municipal or state government organization?

• Less than two years of experience
• Two to three years of experience
• Four to five years of experience
• Six or more years of experience

07

Which best describes your years of experience researching municipal or state code?

• Less than two years of experience
• Two to three years of experience
• Four to five years of experience
• Six or more years of experience

08

Which best describe your years of experience working with elected officials?

• Less than two years of experience
• Two to three years of experience
• Four to five years of experience
• Six or more years of experience

09

Which best describes your years of experience providing high level customer service?

• Less than two years of experience
• Two to three years of experience
• Four to five years of experience
• Six or more years of experience

10

Which best describes your years of experience maintaining official records and documents?

• Less than one year of experience
• One to two years of experience
• Three to four years of experience
• Five or more years of experience

11

Do you have experience presenting information to diverse audiences?

• Yes
• No

12

Indicate the following Microsoft applications in which you have at least two (2) years of experience. Select all that apply.

• Microsoft Word
• Microsoft Outlook
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Access
• Microsoft Publisher
• Adobe Suite
• None of the above

13

Do you have the ability to speak, read and write a language other than English?

• Yes
• No

14

If you answered yes to Question 13, indicate the language(s) in which you are able to speak, read and write other than English.

15

Explain how your education, training, and/or experience has prepared you for this opportunity.

Required Question