Administrative Assistant - City Clerk's Office

We are seeking an experienced, organized, and detail-oriented Administrative Assistant III to support the City Clerk in providing highly responsible administrative assistance to elected and appointed City officials and key staff.

Responsibilities

• Prepare materials for Mayor & City Council meetings, including resolutions, ordinances, proclamations, agendas, notices, meeting minutes, and other supporting documents and correspondence.
• Manage records, handle public record requests, filing, and document retrieval.
• Assist in the municipal election process, including updating and maintaining the City Code and Charter.
• Conduct research and prepare reports, correspondence, agendas, minutes, and other documents.
• Provide administrative support for meetings of the Mayor and City Council, including follow-up activities.
• Facilitate accurate and timely processing of legal documents such as agreements, contracts, deeds, resolutions, and ordinances.
• Support the Mayor and City Council’s appointment process for City boards, commissions, and committees in accordance with the Maryland Open Meetings Act.
• Process Maryland Public Information Act (MPIA) requests, including locating records, organizing documentation, and coordinating with departments.
• Provide technical assistance, user support, training, and troubleshooting for the City’s meeting management software, records repository, and public information request systems.
• Respond to inquiries, complaints, and requests from internal and external customers via phone, email, and in person.
• Maintain databases, records, systems, and filing systems, including electronic records and document management systems.
• Maintain calendars and schedule meetings and appointments for elected officials.
• Assist the City Clerk with budget and expenditure monitoring.
• Participate in developing, implementing, and maintaining goals, objectives, policies, procedures, and priorities for assigned programs and projects.
• Deliver outstanding service, pursue continuous improvement, and exceed expectations.

Requirements

• At least 5 years of experience in office assistance or administrative support; local government or City Clerk’s Office experience preferred.
• Associate degree or some college coursework desirable.
• Knowledge of municipal government operations, public record requirements, records management, legislative/meeting processes, or public sector administrative practices is a plus.
• Strong organizational, customer service, time management, and written/verbal communication skills.
• Detail-oriented with the ability to manage multiple tasks, prioritize workload, and work accurately under firm deadlines.
• Ability to exercise independent judgment, resolve routine issues, protect confidential information, and escalate matters requiring City Clerk review.
• Proficiency in Microsoft Office 365, web-based applications, and meeting management software (preferred).
• Customer-focused, flexible, and resourceful to adapt to changing priorities and handle last-minute changes with composure.

Skills

• Exceptional interpersonal and communication skills to interact with elected officials, staff, residents, and stakeholders.
• Strong writing, editing, and proofreading abilities.
• Ability to anticipate issues, proactively provide support, and work under pressure to meet deadlines.
• Leverage technology to enhance efficiency and productivity.

Pay

Starting salary is negotiable within the target hiring range of $57,000 to $63,000, based on experience and qualifications.

Schedule

• 40 hours per week, Monday through Friday.
• Flexibility to attend meetings, programs, or events outside standard work hours (evenings, weekends, holidays) as required.
• Core work schedule determined upon hire; some remote work may be accommodated at the discretion of the City Clerk and City Manager.

Benefits

• Health Benefits:
  • Medical, dental, and vision coverage with the employer paying 85% of premiums (multi-tiered options available).
  • Retirement Health Savings contribution for non-participants in medical or dental plans.
  • CIGNA HealthCare Open Access Plan with prescription drug coverage and wellness initiatives.
  • Sun Life dental insurance (indemnity plan with basic or enhanced options).
  • National Vision Administrators vision insurance.
• Retirement Savings Plans:
  • 401A – Employer contribution equivalent to 8% of annual base salary; fully vested after 5 years.
  • 401K – Employer 3% matching contribution on the first 5% of employee contributions; fully vested after 5 years.
  • 401A Supplemental – Additional 5% employer contribution for eligible employees in Public Works and Police Departments; fully vested after 10 years.
  • 457-deferred compensation plan and Roth IRA (employee contributions only).
• Paid Leave:
  • Vacation: 12–24 days annually (accrual rate based on years of service).
  • Sick Leave: 13 days annually (unlimited accrual).
  • Personal Leave: 28 hours annually.
  • Family Care Leave: Up to 8 weeks in a rolling 12-month period for eligible employees.
  • Holidays: 11 observed annually.
  • Volunteer Service: 12 hours annually.
  • Jury duty, bereavement leave, and military leave as needed.
• Additional Benefits:
  • Flexible Spending Accounts.
  • Tools to assist with paying down or managing student loan debt.
  • Employer-paid Basic Life and AD&D Insurance.
  • Long-Term Disability and Workers’ Compensation Insurance.
  • Multilingual Stipend: $2,080 per year for eligible employees.
  • Language Learning Program (through Babbel).
  • Housing Stipend: Up to $3,600 per year for eligible employees.
  • Tuition Assistance: Up to $5,250 per year (eligible after 1 year of service).
  • Healthy Lifestyle Incentives and Employee Assistance Program.
  • First-Time Homebuyer Assistance.
  • Ongoing training and personal development programs.
  • Credit Union membership and recreation/leisure discounts.
  • Direct Deposit (required).