Administrative Assistant III - City Clerk's Office
Administrative Assistant III - City Clerk's Office
Posted on :
08-07-2025
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1 Vacancy
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Yearly Salary
USD 49388 - 79517
Vacancy
1 Vacancy
Posted on :
08-07-2025
Job Description
Description
- The City Clerks Office in the Office of the City Manager is accepting applications for an experienced organized and detail-oriented Administrative Assistant III to assist the City Clerk in providing highly responsible administrative support for elected and appointed City officials and other key staff. Working under the direction of the City Clerk and collaboratively with other administrative staff in the City Clerks Office responsibilities include preparing materials forMayor & City Council meetings including resolutions ordinances proclamations agendas notices meeting minutes and other supporting documents and correspondence; records management; public record requests; filing and document retrieval; assisting in the municipal election process; conducting research and preparing reports; assisting visitors and callers; and other administrative work as assigned.
The ideal candidate will possess strong organizational customer service writing and multi-tasking skills have excellent attention to detail and exceptional interpersonal and communication skills to interact with elected and appointed officials staff at all levels residents and other stakeholders. The ability to accomplish tasks under pressure and before deadlines on a consistent basis and proficiency in leveraging technology to enhance efficiency are essential. Must be able to anticipate and address issues and exercise appropriate judgment when executing tasks in the City Clerks absence and proactively provide assistance and support whenever and wherever needed. Must be customer focused flexible and resourceful to adapt to changing priorities and deadlines and able to handle last-minute changes with composure and confidence.
Starting salary for this position is negotiable within the target hiring range ($55000 to $62000) and will be offered at a level consistent with the experience and qualifications of the candidate. We provide comprehensive insurance benefits (medical dental vision long-term care life) paid time off generous retirement contributions health and wellness programs tools to assist with paying down student loan debt and managing student loans training and professional growth opportunities and excellent work/life balance. Job Functions
- What you will do with us:
- Assist in the day-to-day operations of the City Clerks Office including performing a variety of highly responsible professional administrative tasks in support of a wide range of City programs operations services and policies.
- Assist with preparation and publication of Mayor and City Council meeting agendas and packet materials minutes notices announcements legal advertisements and transcripts.
- Attend and provide administrative support for meetings of the Mayor and City Council and other public meetings as assigned; perform follow-up activities as needed.
- Assist with management (organization maintenance archival and destruction) of official City records.
- Assist with facilitating accurate and timely processing of legal documents including agreements contracts deeds resolutions and ordinances.
- Assist the City Clerk with preparing for and conducting City elections in accordance with the City Code.
- Assist with updating and maintaining the City Code and Charter.
- Support the Mayor and City Councils appointment process for City boards commissions and committees and provide support to staff liaisons; assist the City Clerk in ensuring compliance with the Maryland Open Meetings Act.
- Provide technical assistance and training related to the Citys meeting management software system.
- Respond to inquiries complaints and requests and provide information and assistance to the internal and external customers in person by telephone and by email.
- Conduct and analyze research; write edit proofread and prepare correspondence reports agendas minutes meeting materials and other documents and materials.
- Maintain databases records systems and filing systems.
- Maintain calendars and schedule meetings and appointments for elected officials.
- Assist the City Clerk with budget and other operating details; monitor expenditures.
- Assist the City Clerk in ensuring compliance with Maryland Public Information Act (MPIA).
- Participate in the development implementation and maintenance of goals objectives policies procedures and priorities for assigned programs and projects in the City Clerks Office.
- Provide outstanding service pursue continuous improvement and exceed expectations.
Key job responsibilities are highlighted above; pleaseclick here to view the complete classification description for the Administrative Assistant III position. The classification description indicates the full salary range established for this position to provide opportunity for growth and development (Grade 104 in the Citys FY 2026 Schedule of Salary Ranges).. Qualifications
- What you will need to be considered:
- At least 5 years of experience in office assistance/administrative support work; previous professional work experience in a local government setting a plus.
- Associate degree or some college level coursework desirable.
- Strong and effective interpersonal organizational customer service time/resource management and written and verbal communication skills.
- Detail oriented and accurate with demonstrated ability to manage multiple tasks prioritize workload and work quickly and accurately under firm deadlines.
- Be resourceful diplomatic and professional and willing and eager to assume new challenges and increased responsibility.
- Ability to maintain the confidentiality of sensitive information.
- Proficiency in Microsoft Office and other relevant software programs as well as web-based applications; prior experience with meeting management software a plus.
- State of Maryland Notary Public Commission preferred.
- Or any acceptable equivalent combination of education experience and training that provides the required knowledge skills and abilities to satisfactorily perform job duties.
Additional Information
Interested applicants must submit the following to be considered:
- A complete online application (supporting materials will not be accepted in lieu of a completed online application)
- Current Resume (attached to the online application)
- Letter of Interest (attached to the online application) - include why you are interested in this position and highlight the special skills and abilities that make you uniquely qualified to serve in this position
Review of applications will begin immediately so prompt application is strongly encouraged. The position will remain open until filled; recruitment will close without notice when a sufficient number of qualified applications are received or all hiring decisions have been made.40 hours per week Monday through Friday; flexibility to attend meetings programs or events outside of the standard workday as assigned (evenings weekends holidays) is required. A core work schedule will be determined upon hire. The position can accommodate some remote work (at the discretion of the City Clerk and City Manager). This is a full-time non-exempt position which means an individual in this position is eligible for overtime compensation under the provisions of the Fair Labor Standards Act (FLSA) and the Citys personnel regulations. Direct deposit of paychecks is a condition of employment for all City of Gaithersburg employees.The successful candidate will be subject to a pre-employment background investigation. The City has established an alcohol-free drug-free and smoke-free workplace which applies to any person employed by conducting business with or applying for a position with the City. Each employee as a condition of their employment may be required to participate in pre-employment and reasonable suspicion testing. Employees classified as safety sensitive are also subject to immediate post-accident and random testing.For more information about the position contact City Clerk Lia Jones at or 240.805.1084. Questions regarding the online application process may be directed to the Department of Human Resources at or 301.258.6327.This recruitment will establish an eligibility list which will be used to fill the current vacancy and may be used to fill other openings in this classification which occur in the next 12 months.
Employment Type
Full-Time
Key Skills
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