Salary : $59,478.00 – $89,217.00 Annually
Location : Pinehurst, NC
Job Type: Full Time Regular
Job Number: 00500
Department: Administration
Opening Date: 07/31/2023
Closing Date: 8/15/2023 11:59 PM Eastern
Description
An employee in this class serves as the Village Clerk and provides administrative support to the Village Council and Village Managers. Work includes performing the statutory duties of Village Clerk including responsibility for safe-keeping of official Village documents and the Village seal; preparation and compilation of agenda materials; recording minutes for all Village Council meetings; assuring that legal requirements for Council actions are followed and records are kept accordingly; and performs administrative support and other tasks for the Village Council and Village Manager. Work involves documenting and organizing Village Council meetings, Senior Staff meetings, and Neighborhood Advisory Committee Meetings. Work requires an understanding of the legal requirements for a Village Clerk and a knowledge of Village programs, activities, and operations and skill in handling sensitive information, data, and materials in a professional manner. Employee also supervises the Customer Service Representatives. Independent judgement and initiative are required. Work is performed under the supervision of the Village Manager and is reviewed through observation, conferences, deadlines, and compliance with legal and statutory requirements.
Typical Duties and Responsibilities
- Coordinates with Village Manager the preparation of agenda and materials for the Council meetings; administers the agenda automation process using the online software to disseminate the agenda packets to the Council, staff, and the public; ensures compliance with public notices and placement of required legal notices for the Council.
- Provides administrative support to the Village Manager and Assistant Village Managers
- Publishes all public meeting schedules and ensures compliance with the Open Meetings Law.
- Administers oaths of office; maintains the Village seal; affixes the Village seal on official documents; verifies the legality of documents for the Council; approves and signs official documents; maintains ordinance, resolution and other official books; insures an on-going ordinance codification process.
- Attends all Village Council meetings; takes minutes; files records and minutes as required by laws; maintains minute books and other official documents according to State Archives requirements; maintains minute indexes; collects minutes of closed sessions and processes appropriately; places Village documents on Village’s web site for the public.
- Manages the Village’s volunteer program which includes recruiting volunteers for appointed boards; tracking terms of office; organizing training opportunities; and coordinating the reward and recognition program.
- Participates in hiring and provides technical guidance, performance coaching and evaluation, training, and work assignment for staff.
- Performs duties in accordance with the Village’s External Communication Policy including creating and distributing meeting notices for the Village.
- Maintains the Village’s contract management files and processes and ensures compliance with pre-audit requirements and record retention policy.
- Manages special projects related to departmental priorities, including opportunities for improvement and innovation.
- Coordinates a variety of special projects and events, research, assignments, and communications; handles confidential and sensitive information appropriately.
- Processes public records requests; locates ordinances, policies, rules, and regulations for a variety of people; provides copies; answers questions or refers to the proper Village official.
- Represents the Village at a variety of meetings.
- Performs related duties as required.
Knowledge, Skills, and Abilities
- Considerable knowledge of general statutes, policies, procedures, and processes of Village government’s operations and requirements for Council actions and processes including advertising of meetings and other issues.
- Considerable knowledge of modern office management and administrative practices and procedures; considerable knowledge of the principles of grammar, spelling and composition.
- Considerable knowledge of office technology including word processing, spreadsheets, presentation software, automated agenda software, etc.
- Knowledge of modern and effective supervisory principles and practices including communications, motivation, leadership, performance coaching, and evaluation.
- Skill in the use of modern office equipment with necessary skill and speed.
- Skill in collaborative conflict resolution.
- Ability to exercise sound judgement in making decisions in conformance with laws, regulations, and policies.
- Ability to take notes of the proceedings of official meetings and to prepare accurate minutes reflecting the actions taken.
- Ability to plan, organize, and prioritize a variety of work functions, including coordination with departments and other staff.
- Ability to set and follow effective work priorities and meet deadlines.
- Ability to research and recommend process and efficiency improvements.
- Ability to communicate effectively in oral and written forms.
- Ability to establish and maintain effective working relationships with elected and appointed officials, community groups, political and legislative groups, department heads, employees, and the general public.
- Ability to handle confidential information appropriately.
Safety:
This position requires enforcing and following all Village of Pinehurst and OSHA safety regulations.
Minimum and Preferred Qualifications
Graduation from a two-year business school or community college with a major in business, office technology or related field and considerable office management experience preferably including some experience with safekeeping and care of public records and high-level administrative support duties, including supervisory experience; or an equivalent combination of education and experience.
Standard and Optional Benefits for Employees Working 30 Hours and Above
- Vacation – accrual based on years of service
- Holidays – 12 paid holidays per year
- Sick Leave – 12 sick days per year (unlimited accrual)
- Medical, dental and vision insurance – Village pays 100% of employee premiums. Optional dependent coverage available at employee expense.
- Retirement – Participation in the Local Government Retirement System; Village contributes 5% of your salary to 401(k). Voluntary 457(b) plan available.
- $25,000 Life and accidental death & dismemberment insurance – Village pays 100% of employee premiums.
- Alternate Work Schedule may be available
- Optional supplemental life insurance – Available for employees and dependents
- Optional supplemental insurance (critical illness, accident, & short term disability) available through Aflac.
- Flexible spending accounts – Health Care and Dependent Care available
- Local Government Federal Credit Union – membership available
- Tuition Assistance Program
- Reward and Recognition Program
- 10% employee courtesy discount on Parks & Recreation fees
- Employee referral award program
- 529 college savings plan – payroll deduction available
01
The supplemental questions listed below are to further evaluate your education and experience and to determine your eligibility for this position. Answer each question completely. The experience you indicate in your responses should be consistent with the Work History section and other sections of your application.I have read and understand the above instructions regarding supplemental questions.
- Acknowledgement
02
Are you a Certified Municipal Clerk (CMC)?
- Yes
- No
03
How many years of experience do you have in local government?
- None
- Less than 1 year
- 1 year to 2 years
- 3 years to 5 years
- More than 5 years
04
How many years of experience do you have with public meetings?
- None
- Less than 1 year
- 1 year to 2 years
- 3 years to 5 years
- More than 5 years
05
Briefly describe your experience with Agenda Management.
Required Question