DEPUTY CLERK/ADMINISTRATIVE ASSISTANT

Purpose of the Position

This position performs intermediate administrative and professional work assisting the Town Clerk, the Human Resources Officer, Council and other Boards and Committees. Assists the Town Clerk with maintaining and distributing agendas and reports, preparing and maintaining records and files, and related work as assigned. Assists the Human Resources Officer with applications, benefits, maintaining personnel files, assisting employees with personnel issues, and related work as assigned. Work involves considerable discretion and is performed in accordance with established Town ordinances and NC General Statutes. Work is performed, reviewed, and approved under the supervision of the Town Manager.

Duties and Responsibilities

Essential Duties and Tasks

• Provide administrative support to the Town Clerk, the Human Resources Officer, and Council, Board and Committee members to ensure a responsive, transparent, and effective municipal government.
• Assist the Town Clerk with all public records including the Town Code, ordinances, resolutions, proclamations, oaths, minute books, office policy and procedures, and Town contracts.
• Assist with preparation of Council and Committee agendas and other duties in preparation for open meetings.
• Prepare general correspondence, memorandums, reports, schedules, and official notices as assigned.
• Assist with the development of proclamations, agenda items, oaths, ordinances, and resolutions.
• Provide complex and confidential support for the Town Clerk.
• Assist the Town Clerk with public records requests, records management, and administration for oaths of office.
• Arrange for public hearing and other legal notices.
• Provide backup for the Town Clerk’s responsibilities, including attesting and notarizing official documents, attending meetings, and taking minutes as required.
• Assist the Human Resources Officer with application tracking, onboarding new employees, assisting employees with benefits and personnel matters, maintaining personnel and benefits files, and other administrative duties as requested.
• Provide complex and confidential support for the Human Resources Officer.
• Adhere to policies and procedures established by the Town.
• Promote and demonstrate the core values and leadership philosophies consistent with, or complementary to, the Town of Oak Island administration.
• Adhere to policies and procedures established by the Town of Oak Island.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities

• Thorough knowledge of the organization and the functions of the Town.
• Ability to express ideas effectively and professionally both orally and in writing.
• Ability to perform and organize work independently.
• Ability to work within strict deadlines and re-prioritize responsibilities as needed.
• General knowledge of standard office practices, procedures, and office assistance techniques.
• Ability to maintain office records and prepare accurate reports from file sources.
• Ability to type, take and transcribe dictation accurately and at a reasonable rate of speed.
• Ability to establish and maintain effective working relationships with associates, supervisors, elected officials, industry professionals, and the public.
• Ability to represent the Town professionally and respectfully while interacting with diverse individuals within the workplace and the community.
• Demonstrated computer literacy and technologically savvy with an extensive knowledge of Microsoft Office products and other common office products.
• Ability to operate standard office and computer equipment as well as the ability to operate cameras and utilize editing software.
• Ability to work within strict deadlines and re-prioritize responsibilities as needed.

Position and Physical Requirements.

Work is generally performed within an office environment, primarily behind a desk, and frequently includes computer operation as well as the ability to occasionally lift, carry, push, and/or pull objects weighing up to 10 lbs. Work is performed primarily in a seated position with limited stooping, standing, climbing, and walking and requires repetitive use of hands and fingers. The employee must read, write, and interact with others in person, over the phone, and via other devices. Travel may be required to outside sites to attend meetings, training, events, and other business activities.

Required Qualifications

• Graduation from high school and secondary education in public administration, business, journalism, communication or related field and experience in administrative support, human resources, office operations or equivalent combination of education and work history with demonstrated proficiency.
• Possession of a valid North Carolina driver’s license.
• CMC or NCCMC certification within a period to be determined by the Town.

How to Apply: Please submit a completed employment application, which can be found on the Town’s website, www.oakislandnc.gov on the Job Opportunity page and return to Human Resources (listed below). The Town of Oak Island is an Equal Opportunity Employer and provides a generous benefits package to employees.

Where to Apply:

Town of Oak Island

Attn: Human Resources

4601 E. Oak Island Drive

Oak Island, NC 28465

Phone: (910)201-8014

Email: HR@oakislandnc.gov