Administrative Assistant II

1 week ago

Laurel, United States City of Laurel, MD Full time

Job Description

CLOSING DATE: November 29, 2024

SUMMARY - This is an advanced level administrative position in the Office of the Clerk to the City Council that provides extensive staff assistance to the Clerk and members of the Laurel City Council. Work is performed independently under the general direction of the Clerk to the City Council. The person in this position must be able to establish effective working relationships with others and communicate well with other employees, the public, and public officials inside and outside City government. Ability to read, write, and speak Spanish preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.

* Provides administrative assistance to councilmembers including preparing correspondence, responding to e-mails, scheduling meetings and special events.
* Prepares convention/conference registration and makes travel arrangements for the Councilmembers and Clerk. Provides administrative assistance to the Clerk as needed
* Receives telephone calls and visitors from the public and provides information on the activities of the office.
* Maintains records and prepares reports related to Office activities.
* Processes Maryland Public Information Act requests and works with various City Departments and City Solicitor on responses and responsive records.
* Ability to use online meeting programs such as Microsoft Teams and Zoom.
* Attends Mayor and City Council meetings periodically as directed by the Clerk and covers the meetings in the absence of the Clerk.
* Distributes the agendas, calendar invitations, information packets, and other materials of the Mayor and City Council Meetings.
* Prepares the Council Chambers for in-person meetings.
* Prepares Council citations and certificates for presentation.
* Indexes and distributes the approved minutes of the Mayor and City Council Meetings.
* Maintains resolution/ordinance log of all numbers and titles assigned for legislation.
* Serves as staff liaison to the Citizens Advisory Committee for Persons with Disabilities, Education Advisory Committee, Juneteenth Committee, and Pride Committees including attending meetings that typically occur on weeknights. and prepares and distributes agendas and minutes of each.
* Attends quarterly meetings of the Maryland Municipal Clerks Association.
* Compiles information and prepares the City Council portion of the Laurel Ledger on a monthly basis.
* Receives, processes and distributes incoming mail to the Clerk's and City Council Offices.
* Assists the Clerk with the preparation of annual operating budgets and monitors the expenditures of the Council, Clerk and Election Budgets and processes all invoices and check requests.
* Prepares and submits payroll for the Office of the Clerk to the City Council.
* Distributes the executed legislation to the codification company for inclusion in the City Charter and/or Code
* Responsible for tracking and ordering office supplies and stationery for council members and Clerk's Office.
* Responsible for Archive Room and Records Management Program administration.
* Responsible for management of the petty cash box.
* Maintains the inventory (fixed assets) of the Office of the Clerk to the City Council .
* Provides assistance to the Clerk and the Board of Election Supervisors for the City of Laurel's General Election (every two years) including early voting which is held on weekends and requires work outside of normal working hours.
* Performs general office duties such as, but not limited to, typing, filing, data entry and research.
* Knowledge of and the ability to use social media platforms such as Facebook, Twitter and Instagram.
* Willingly and cooperatively accepts other related duties and responsibilities as assigned.

MINIMUM QUALIFICATIONS - The minimum eligibility requirements for positions within this Class are as follows:

CERTIFICATES, LICENSES, REGISTRATIONS - Must possess or be able to acquire within 90 days of employment commission as a Notary Public in the State of Maryland. Must possess or be able to acquire the following certifications in the Incident Command System (ICS) within 6 months of employment: ICS-100, and ICS-700.

EDUCATION and/or EXPERIENCE - High School diploma or GED from an accredited school, some college preferred, and a minimum of 5 years of progressively responsible administrative experience

COMPUTER SKILLS - Ability to operate a computer terminal or Personal Computer. Proficient in the use of Microsoft Office Suite/Microsoft 365 applications. Able to learn and apply other office software and automated office procedures.

MUST BE ABLE TO PASS A DRUG SCREENING AND A CRIMINAL BACKGROUND CHECK.

The City of Laurel is an Equal Opportunity Employer.

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