Administrative Assistant II-Clerk's Office

September 10, 2019 - September 24, 2019
Location:Okemos, MI
Salary Range:$15.83-$18.09 per labor agreement
Benefits:Medical, dental & vision insurance, paid time off, LTD & Life Ins., MERS pension, retiree health savings account, etc.
Employment Type:Full Time
Department:Clerk's Office
Description:1. Under the direction of the Township Clerk, performs a variety of high-level administrative and support functions related to the daily operations of the Clerk's Office.

2. Records and prepares minutes at Township Board meetings.

3. Responsible for compliance with various statutory requirements and deadlines.

Maintains records, inventory, procedures, forms, bid responses and public records. Interacts with the public at front counter, handles telephone, fax and e-mail inquiries. Interacts with other departments, Board members, and various stakeholders.
Duties:To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1. Coordinates scheduling of Board meetings and records Township Board meetings by serving as Recording Secretary for the Clerk during Township Board meetings. Prepares draft Board minutes, within statutory timelines, using transcription, editing / summarization and Clerk's notes / input.

2. Coordinates compilation, uploads on website, and distribution of the Meridian Township Board packet.

3. Drafts, compiles and submits legal notices for publication in local newspapers. Posts public notices and proactive compliance with State of Michigan Open Meetings Act.

4. Processes Board appointments to public bodies and commissions and serves as central point-of-information for applications and appointees. Handles appointment process including certificates, initial correspondence, swear-in notification, and ethics statement. Tracks vacancies, expiration dates, and partial-term appointments.

5. Responsible for Code of Ordinances updates, including amendments and new ordinances, and distribution of Ordinance Books.

6. Troubleshoots complex inquiries or requests, and utilizes Township procedures, ordinances, or practices to resolve the matter, or refer concern to the appropriate department.

7. Receives and responds to telephone calls, emails, correspondence and visitors to the Clerk's Office. Responds to inquiries and provides information and referral services to the general public, staff, Township employees, and various stakeholders (i.e., schools).

8. Serves as Notary Public for Township staff, Township citizens, and the general public.

9. Drafts correspondence, reports, memos and other documents. Types, enters data, copies, files documents and reports, and performs administrative tasks.

10. Processes all outgoing and incoming Township mail.

11. Maintains FOIA request records.

12. Assists with elections and registration of new voters during an election cycle.

13. Assists the Township Clerk in the safekeeping and management of all permanent Township files, records and documents. Maintains a comprehensive records retention system.

14. Excellent organizational skills, focus on details, able to prioritize tasks, self-directed.

15. Ability to perform in highly collaborative environment, share information, skills, challenges with other members of Clerk team.

16. Capacity to remain professional, positive, and solution-oriented while meeting statutory deadlines, assisting other staff during an election cycle, or responding to high-priority tasks.

17. Performs related work as required.
Qualifications:The requirements listed below are representative of the minimum qualifications necessary to perform the essential functions of the position. A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation.

Requirements include the following:

High School diploma or equivalent. Associates degree or BA/BS preferred.

Minimum of two (2) years experience working in local or state governmental position and experience in recording and drafting minutes desirable.

Extensive knowledge of municipal government functions preferred.

Two (2) or more years of experience in an office setting preferred. Thorough knowledge of modern office operations, Microsoft Office, and BS & A software desirable.

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate with others in person or by phone and view and produce written and electronic documents. The employee frequently is required to use hands to finger, handle, or reach with hands and arms. The employee is occasionally required to stand, walk, stoop, or kneel. The employee occasionally lifts and/or moves items of light to moderate weights.

While performing the duties of this job, the employee typically works in an office setting. The noise level in the work environment is usually quiet.

During an election cycle, especially the 60 days preceding an election, the noise and physical demands increase. Much longer hours are required for 3-5 days before and during Election Day.

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