ASSISTANT TOWN CLERK

The Town Clerk's office is seeking an enthusiastic and passionate candidate with a positive attitude and approachable manner who is motivated by solving problems, seeking knowledge, and general curiosity for finding efficient ways to serve others. The Town Clerk's office proudly serves our Town Council and Cary residents and works collaboratively with Town staff to provide outstanding service. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced, public-facing environment. Successful candidates will demonstrate initiative, sound judgment, strong follow-through, and the ability to work both independently and collaboratively. This position will provide external and internal support in areas related to records, advisory volunteers, and general clerk duties. Other requirements for this position include the ability to embrace and utilize technology, multitask within a deadline driven environment, and work independently. This position requires a flexible work schedule to support evening and occasional weekend meetings and events. Evening availability on Tuesdays and Thursdays is required. Work is performed under the general supervision of the Town Clerk and Deputy Town Clerk. The anticipated hiring range for this position is $54,163.20 - $65,228.80. Core Functions Served as Clerk to three advisory boards/committees, including agenda preparation, meeting coordination, minutes, and providing guidance on procedures and policies related to the meeting. Manages P-Card transactions and processing payment requests and reimbursements, ensuring accuracy, compliance, and timely reconciliation. Provides logistical support for Town Council public meetings (e.g., room setup, materials coordination, and day‑of support). Provides general office support, including 311 case management, assisting with development and distribution of the Council newsletter, and sorting and distributing mail. Other Duties Records Management Support to overall organization, including but not limiting to, assisting with tracking request process, helping implement standards, following‑up on resolution, and providing reports on requests as requested; Provides backup administrative support to other advisory boards, commissions, and committees by creating agendas, attending meetings, and transcribing minutes; Participates in preparation for public meetings, including but not limiting to, setting‑up rooms and arranging for necessary resources; Handles the Public Notice process for public meetings, including but not limiting to, maintaining the website calendar and agenda portal, ensure the completion of all legal requirements are met for statute defined task. Assists in performing specialized office duties, including but not limited to assisting with budget collection and processing correspondence, contracts, reports; Provides assistance with public relations and communications functions, including drafting documents, remarks, and other written communications. Provides customer service by answering telephone, receiving resident complaints and requests for services, and provides department information to citizens or refers to appropriate person; Assist with planning and implementing special events, projects, and tours of town hall; Handles special projects and special assignments; performs specialized research and reports that may be technical in nature; Coordinates publication of information on the Internet and printing of department booklets, brochures, and forms; Performs other job‑related tasks as required. Strong knowledge of standard office practices and procedures; ability to understand and follow both written and verbal instructions, and to communicate effectively with staff and residents; ability to work independently, manage projects, and meet deadlines; ability to build and maintain positive, collaborative working relationships; ability to quickly learn department policies, procedures, and services; demonstrated skills in preparing and maintaining moderately complex records and reports, with accurate and efficient typing skills; ability to pay attention to detail; ability to process and handle confidential matters with tact and discretion. Any combination of education and experience equivalent to graduation from community college in business administration or related and a minimum of three years of experience in clerical and office management work. Must possess certification as a Notary Public in the State of North Carolina, or the ability to obtain certification within a reasonable timeframe. Preference Graduation from an accredited college or university with a degree in business administration or a related field, or an equivalent combination of education and extensive experience in records management. Some experience working in or with a municipal clerk’s office. Considerable experience supporting boards, committees, or public meetings, including agenda preparation and minute‑taking. Strong written communication skills, with considerable experience documenting meetings and preparing public‑facing materials. Considerable experience managing projects from start to finish, with the ability to identify issues and develop solutions independently. Extensive experience in organizational work requiring careful attention to detail, accuracy, and consistent follow‑through. Considerable experience managing workload demands under pressure and meeting competing deadlines. Proficiency with Microsoft Office Suite, including Outlook email and calendar management. Physical Requirements Work in this class is generally light, although work often requires considerable walking and standing, and lifting up to 35 pounds. An employee must be able to move about freely to set up for events and meetings. An employee must be able to hear and speak to communicate and respond to employees, the general public, vendors, and others. Considerable dexterity with hands and fingers is required for typing and the operation of computers and standard office equipment. Visual acuity is necessary to read and write handwritten and typewritten materials and to view a computer screen. Special Requirements Requires a valid driver's license with a satisfactory driving record. Requires certification as a Notary Public in the State of North Carolina, or the ability to obtain. Requires drug testing and background check (which may include criminal history check, SBI fingerprinting, motor vehicle records check, education verification and credit history review) and satisfactory reference checks prior to employment. #J-18808-Ljbffr