Assistant City Clerk (Council Agency) (Unclassified) Job at City of Richmond, VA
The City of Richmond 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. Hybrid work schedules to include remote work may be available upon review and approval after hire.
** 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, minutes from audio recordings 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, commission, work and other meetings, 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 résumé 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:
** SPECIAL SKILL ASSESSMENT REQUIREMENT **
As a part of the evaluation process for this recruitment, applicants are required to complete a skill assessment. The assessment will evaluate skill in taking minutes to include viewing a video of a City Council meeting and preparing a draft of the minutes of the meeting. Once the draft has been completed the, it must be included with the application with the file name
"Assessment." Applications that do not include this requirement will be disqualified and eliminated from consideration.
The video of the City Council meeting may be accessed by clicking HERE.
A sample of the format used to record meeting minutes may be
accessed and downloaded
HERE.
Applicants may visit the Office of the City Clerk’s website at www.rva.gov/office-city-clerk/council-meetings, as a reference to complete the attached meeting minutes template, which has information already scripted to assist with the assessment.
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.
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