Assistant to the Mayor/Deputy Town Clerk - Carrboro, NC

General Definition and Conditions of Work · This position will assist the Town Clerk with the daily functions of Town Hall; perform intermediate skilled and paraprofessional clerical and administrative work assisting with a variety of complex office assistance and administrative ...

Job description

General Definition and Conditions of Work

This position will assist the Town Clerk with the daily functions of Town Hall; perform intermediate skilled and paraprofessional clerical and administrative work assisting with a variety of complex office assistance and administrative tasks; and assist the Town Clerk and Mayor as assigned. Work is performed under the supervision of the Town Clerk.

Physical Requirements

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing and using hands to finger, handle or feel, frequently requires reaching with hands and arms and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, lifting and repetitive motions; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Essential Functions

• Provides clerical support to Town Clerk for Town Council Meeting preparation and follow-up as well as may provide administrative support to appointed boards, as assigned.
• Attends staff meetings related to Town Council agenda planning and meeting follow-up.
• Assists in the planning, assembling and distribution of agenda packets both manually and in electronic format for Town Council.
• Attends Town Council meetings, records and maintains minutes of meetings.
• Assists the Town Clerk in managing the appointed board application process and coordinating advertising for upcoming vacancies, provides notification of appointments and maintains a list of active members as needed.
• Assists Town Clerk in the maintenance of official records of the Town to include minutes, ordinances, resolutions as directed.
• Assists Town Clerk and Mayor's office with payment of invoices, conference registrations, supply orders, special event planning, and various other clerical work.
• Checks and reviews a variety of data for accuracy, completeness, and conformance to standards and procedures.
• Performs receptionist duties for Mayor's Office.
• Assists Mayor with preparation and scheduling of Mayoral proclamations.
• Provides meeting notices and summaries for Town Council meetings by using the Town's website and news flash options.
• Obtains, organizes, and maintains various forms of historical information regarding the incorporation and history of the Town.
• Serves as back up to the Town Clerk in retrieval of all public records both electronic and paper.
• Attests to official town documents in the absence of the Town Clerk
• Organizes and executes special Town Council events.
• Performs duties of the Town Clerk in their absence.
• Performs other related tasks as required or assigned by the Town Clerk or Mayor.
• Requires some evening and weekend work.

Education and Experience

Associate degree; any combination of education equivalent to graduation from an accredited community college with major course work in business administration or related field. Previous Town Clerk experience or previous work in a local government setting preferred, but not required.

Knowledge, Skills, and Abilities

• Thorough knowledge of various computer and website software including but not limited to Microsoft Office Suite, Agenda and Meeting Management Software (e.g. Granicus) and content-based website management systems.
• Virtual meeting platforms (e.g. Microsoft Teams, Zoom).
• Ability to keep records and to prepare accurate reports with strong attention to detail and grammatical skills.
• Ability to perform and organize work independently.
• Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor.
• Ability to effectively communicate with the public.
• Must be able to obtain a NC Notary designation within six (6) months of employment.

Disclaimer

CARRBORO is an Equal Opportunity Employer.

The Town of Carrboro considers applicants without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin. We are especially interested in qualified candidates who can contribute, through their skills, dedication and service, to the diversity and excellence of our organization.

The Town of Carrboro offers a comprehensive and competitive benefits package to all permenant employees.

Health Insurance

The Town provides a group medical insurance including family coverage through our medical provider, Aetna. The Town pays the cost of employee only coverage and shares the costs of adding family members (including domestic partners) to the town plan. Health insurance is effective the first day of of the month following new hire's start date.

Dental Insurance

Dental insurance is an optional benefit administered through our dental provider, Aetna. Dental coverage is paid for by the employee. Coverage for eligible dependents is also available.

Vision Insurance

Vision insurance is a benefit offered through our vision provider, Blue Cross Blue Shield of North Carolina. Vision coverage is paid for by the Town. Coverage for eligible dependents is also available.

Flexible Spending Account

An optional benefit offered through our provider, Flex. Eligible health and dependent care expenses can be paid for with pre-tax dollars allocated onto a Visa card.

Paid Time Off

• Annual Leave: Permenant full-time employees earn between 12 and 26 days per year depending upon years of service. Permenant part-time employees accrue a prorated amount of leave based on hours worked.
• Sick Leave: Permenant full-time employees accrue at a rate of one day per month of service or twelve days per calendar year. Shift employees of the Fire-Rescue Department earn sick leave at the rate of five, twenty-four hour tour-of-duty days per calendar year. Permenant part-time employees accrue a prorated amount of leave based on hours worked.
• Paid-Time Off: Permenant full-time employees recieve three (3) days (36 hours for Fire-Rescue personnel) per calendar year of time to be used as needed. Time is pro-rated to employee's start date. Permenant part-time employees accrue a prorated amount of leave based on hours worked.
• Paid Caregiver Leave: Qualifying employees receive 240 hours of Paid Caregiver Leave to care for an immediate family member including birth or placement of a child in the home for adoption or foster care. This leave does not come from employee's leave bank.
• Paid Holidays: There are 12 official Town holidays. Employees in full or permenant part-time positions are eligible for paid holiday time.

Local Government Retirement System

All employees in permenant full- or part-time position are required to contribute to the retirement system. Contributions are taken on a pre-tax basis. The current contribution amount is 6%.

Supplemental Retirement Plan

The Town makes a contribution of 5% for law enforcement officers and 3% for all other employees to town sponsored 401(k) administered through Empower. NO employee match is required, however, employees have the option of making contributions on a pre- or post-tax basis.

Disability and Life Insurance

• Town Paid: The Town covers both long term disability and life/AD&D insurance for permenant employees.
• Employee Paid: Employees have the option of enrolling in short-term disability and purchaing supplemental life and dependent life insurance at their own expense.

Employee Assistance Program

Employees and their dependents eligible to recieve free and confidential 24/7 counseling through the Town's Employee Assistance Program.

Additional Benefits

• Service Level Benefit payment based on years of service beginning year zero (0) of permenant full-time employment. Paid in December before holidays each year.
• O2 Fitness membership paid for by the Town.
• Credit Union: Employees of the Town of Carrboro are eligible to open accounts at the Local Government Federal Credit Union.
• Tuition assistance is available upon completion of the initial probationary period.