What are the responsibilities and job description for the TOWN CLERK ADMIN ASSISTANT - TEMP position at Town of Cary?

Salary : $20.00 Hourly

Location : Cary, NC

Job Type : Temporary, Part-Time

Job Number : 25-02317

Department : Town Clerk

Opening Date : 03 / 03 / 2025

Closing Date : 3 / 16 / 2025 11 : 59 PM Eastern

FLSA : Non-Exempt

Bargaining Unit : N / A

Description

Are you ready to jump into an exciting new chapter of your career? We are looking for a passionate, talented, and adaptable individual who is ready to make a real impact. If this sounds like you, come join our team at Cary! Cary is a dynamic forward-thinking organization, where innovation, collaboration, and growth are at the core of everything we do.

Your talents, ideas, and contributions will support the Town Clerk's office in a temporary capacity helping to shape the future, serve the lives of our citizens, and take on new challenges. The Town Clerk's office proudly serves our Town Council and Cary citizens and works collaboratively with Town staff to provide outstanding service. If you possess strong writing skills, organizational skills, excellent communication abilities, familiarity with formal meeting procedures, and a relentless desire to excel, we want you to be part of our team!

The Town Clerk Admin Assistant will provide external and internal support in areas related to, advisory volunteers and boards, meeting preparation and facilitation, procuring supplies through off-site errands (vehicle to be provided), and general clerk duties. Other requirements for this position include the ability to embrace and utilize technology, ability to multitask within a deadline driven environment, ability to work independently, and ability to work flexible hours to accommodate evening and occasional weekend meetings.

Work is performed under the general supervision of the Town Clerk and Deputy Town Clerks.

Successful candidates must possess the expertise, availability, and ability to perform the following essential tasks :

Serve as a Clerk for at least two Town boards;
Provide critical administrative support and efficiently manage operations for Town boards;
Maintain accurate records of all meetings;
Support at least two routine monthly in-person night meetings (4 : 30-8 : 15 p.m., typically on the first Monday and Tuesday, occasionally the second)
Complete tasks on a flex schedule;
Work independently while demonstrating strong organizational skills and attention to detail.

Don't miss this opportunity to work with the best and grow both professionally and personally. Apply now and become a vital part of our team!

This is a part-time, non-benefit position, up to 20 hours a week, with a maximum of 999 hours per year.

Typical Tasks

Coordinate and attend meetings while managing various administrative tasks;

Handle communication, scheduling, preparation, and dissemination of agendas, pre-work, minutes, handouts, exhibits, meeting details, logistics, and other related tasks and materials;

Transcribe and finalize meeting minutes for approval;

Prepare the meeting space, ensuring that furniture, equipment, technology, and meeting materials are functional and properly arranged;

Obtain all essential supplies and items for meetings or events;

Serve as a clerk for advisory boards, ensuring accurate minutes and documentation;

Manage logistics, including refreshments, technology setup, and attendee materials;

Clean and organize meeting rooms post-events;

Provide administrative support to the Clerk's Office as needed;

Manage schedules and appointments using Outlook Email and Calendar;

Post meeting minutes and agendas using internal programs (training provided);

Performs other job-related tasks as required.

Knowledge, Skills and Abilities

Dynamic and driven professional, resourceful and motivated with strong communication, interpersonal, and organizational skills, and a keen attention to detail; comprehensive knowledge of standard office practices and procedures, equipment, and administrative functions; comprehensive knowledge of business English, spelling, and arithmetic; comprehensive knowledge of personal computers and related software, including Microsoft Outlook Email and Calendar; take precise minutes and transcribe dictation accurately; manage request within set timeframes; ability to meet, interact, and work with elected officials, the public, and colleagues effectively; ability to maintain and establish effective working relationships with others; ability to follow oral and written instructions; ability to acquire knowledge of the policies, procedures, and services; ability to keep moderately complex records and prepare reports from such records; ability to provide clerical support for a variety of operations; ability to work independently on responsible and confidential assignments and secretarial tasks;

Minimum and Preferred Qualifications

Any combination of education and experience equivalent to graduation from high school, including or supplemented by courses at the community college level in business administration or related. Must have considerable experience taking meeting minutes and considerable experience in clerical and office management work.

Preference will be given to candidates with the following :

Graduation from college with a degree in business administration, or related;

Considerable experience with business writing techniques;

Extensive experience with customer service and prioritizing requests for service;

Experience with purchasing and accounts payable processes;

Strong organizational skills with an eye to detail and an emphasis on follow-through;

The ability to balance multiple tasks and be flexible in a dynamic, demanding environment with frequent interruptions;

Experience with Microsoft Office products (Word, Excel and PowerPoint);

Proficient Outlook email and calendaring skills;

Experience in a municipal government setting.

PHYSICAL REQUIREMENTS

Work in this class is generally sedentary. Work requires the ability to see, hear, lift (up to 30 lbs.), talk, and perform the tasks listed above. Work requires dexterity in the hands for typing and operation of standard office equipment. Visual acuity is necessary to read handwritten and typewritten materials and operate a computer terminal.

SPECIAL REQUIREMENTS

Requires a valid driver's license with a satisfactory driving record.

Requires drug testing and background check (which may include criminal check, education verification and credit history review) prior to employment.

Cary ensures equal employment opportunities (EEO) are provided to all employees and applicants for employment without regard to age, sex, race, color, religion, national origin, disability, political affiliation, marital status, veteran status, or genetic information.

Temporary, Seasonal, and Intern Employees

Cary employs temporary and seasonal employees and interns who generally are scheduled to work on a short-term basis. Employees hired as a temporary or seasonal employee, or as an intern, are not eligible for the Town of Cary's full-time employee benefits package.

Do you have a valid driver's license with an acceptable driving record?

Are you available to work in person 4 : 30-8 : 15 p.m., typically on the first Monday and Tuesday of the month (with occasional shifts to the second Monday and Tuesday)?

Are you able and willing to work a flexible schedule to accommodate evening meetings, and occasional weekend meetings?

Please share any days / times you are regularly UNAVAILABLE.

Do you have experience working in a municipal government setting? If yes, please give the details. If not, please state N / A.

Do you have experience with Microsoft Office products?

Do you have experience using BOTH Outlook email and calendar?

Please provide a brief overview of your experience as it relates to this position.

Please describe an instance when you provided administrative support for a meeting.

Please describe your experience taking meeting minutes.

Required Question

Salary : $20

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TOWN CLERK ADMIN ASSISTANT - TEMP

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