City of Gaithersburg
Administrative Assistant III - City Clerk's Office
6 days agoPay$49388.00 - $79517.00 / year
LocationGaithersburg/Maryland
Employment typeFull-Time
What's your preference?
Job Description
- Req#: 4989357
- Assist in the day-to-day operations of the City Clerk's 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 Council's 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 City's 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 Clerk's Office.
- Provide outstanding service, pursue continuous improvement, and exceed expectations.
- 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.
- 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
Interested applicants must submit the following to be considered:The City Clerk's 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 Clerk's Office, responsibilities include preparing materials for Mayor & 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 Clerk's 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 ($55,000 to $62,000) 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.What you will do with us:Key job responsibilities are highlighted above; please click 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 City's FY 2026 Schedule of Salary Ranges)..What you will need to be considered: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 City's 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 Lia.Jones@gaithersburgmd.gov or 240.805.1084. Questions regarding the online application process may be directed to the Department of Human Resources at hr@gaithersburgmd.gov 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.
About the company
Notice
Talentify is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.
Talentify provides reasonable accommodations to qualified applicants with disabilities, including disabled veterans. Request assistance at accessibility@talentify.io or 407-000-0000.
Federal law requires every new hire to complete Form I-9 and present proof of identity and U.S. work eligibility.
An Automated Employment Decision Tool (AEDT) will score your job-related skills and responses. Bias-audit & data-use details: www.talentify.io/bias-audit-report. NYC applicants may request an alternative process or accommodation at aedt@talentify.io or 407-000-0000.