Administrative Coordinator - City Clerk's Office and Clerk of Council

An Overview
The City Clerk’s Office is seeking an Administrative Coordinator to provides secretarial and administrative support to the City Clerk and Clerk of Council/City Council. The duties and responsibilities vary widely, in accordance with current activities of the Mayor and City Council including working on sensitive issues, handling multiple priorities with acute attention to detail in a stressful environment, and interacts with a diverse citizenry. Tasks performed include a wide range of highly confidential assignments.

The Opportunity
The description below is intended to only represent key responsibilities; specific position assignments will vary depending on the needs of the department.

• General office management - Answering telephones, responding to citizens' inquiries and complaints, submit service request, provide notary services, and maintain supply inventory for City Clerk and City Council Offices;
• Fiscal representative - Managing office finances, payments, and records via MUNIS systems, reconcile disputes and transactions, and submit weekly/monthly cash deposits;
• Assisting with preparation of the City Council meeting dockets and generate action docket;
• Maintain permanent record books, update Legistar database, and submit final legislation to Municode for codification;
• Assisting with records research request, Munimetrix Clerks Index database, and maintaining the City's document search and retrieval system;
• Establishing and maintaining effective working relationships with the Mayor, Members of City Council, City Manager, department heads and staff members, and with the general public;
• Other duties as assigned.

The Ideal Candidate
Knowledge of office systems, practices, procedures, and records management. Meticulous and skilled in identifying priorities for the completion of work in accordance with sound time-management. Ability to make decisions and exercise resourcefulness in meeting new problems. Excellent ability to listen and understand directions, information, and ideas presented through spoken word or writing. Ability to maintain complex-clerical records and prepare reports from such records. Maintains cooperative and professional relationships with policy makers, city staff, organizations, and a diverse community. Ability to handle a variety of customer service issues with tact and in a confidential manner.

About the Department
The Office of the City Clerk is responsible for the production and distribution of dockets and supporting materials for Council meetings, as well as receiving applications for Council consideration for appointments to City boards and commissions. The City Clerk keeps a record of the proceedings of meetings of Council and keeps a record of all approved ordinances and resolutions and reports presented to Council for consideration. If you are curious for a broader view, click the City of Alexandria to learn more about our great City.

Minimum & Additional Requirements

High School or GED; at least two years of responsible clerical experience, including some experience in office management activities that involved provision of basic secretarial services such as typing, stenography, filing, reception or preparing reports and correspondence at a level equivalent to Administrative Support III; and completion of high-school level courses in general studies, including English; or any equivalent combination of experience and training which provides the required knowledge, skills and ability.

Preferred Qualifications

Two Year College Degree; Four years of experience and/or some experience in office management activities that involved provision of basic administrative services such as typing, filing, reception or preparing reports and correspondence at a level equivalent to Administrative Support III; good knowledge of organization and functions of City government; good knowledge of the regulations and procedures which concern the preparation of official City documents and reports; good knowledge of State and City ordinances pertaining to Council proceedings; ability to communicate clearly and effectively, both verbally and in writing; ability to work overtime and meet deadlines.

Experience in a local government office, knowledge of the workings of the City Clerk's Office and working with local elected officials and the public. Ability to become a Virginia Notary Public.