Administrative Assistant/Clerk of Council - Town of South Hill

Job Opportunity!!

The Town has a Administrative Assistant position opening. This position provides high-level administrative support to the Town Manager, department heads, and performs specialized duties as the Record Retention Officer and FOIA Officer. This role also serves as the Clerk to the Town Council in the maintenance of accurate records, preparing agendas, recording minutes, ensuring compliance with public notice requirements, and administrative support of departments as needed.

Why Work for the Town of South Hill?

Welcome to the Town of South Hill. We feel it's a privilege to serve and protect our citizens and town. We care about our community and the reputation it upholds. Regardless of the position, we offer opportunity for personal growth, professional development, and to truly make a difference in our town. We appreciate your interest in joining our fabulous team!

About our benefits:

We offer a great benefits package to include 100% paid medical and dental coverage, we offer vision coverage, short-term and long-term disability, paid life insurance, paid time off, paid holidays, retirement plan with Virginia Retirement System, and unlimited professional development opportunities.

Essential Job Functions:
This incumbent will prepare Town Council agendas, background documents, pre- and post-Council meeting correspondence, legal notices, press releases, correspondence, etc. via bulletin boards, website and social media. This incumbent is required to attend all Council meetings, work sessions and retreats to accurately record and write concise minutes which are official permanent records. Additional duties will maintain terms for Council, boards and commissions, and work with Mayor on appointments; and further maintain directory listing of all boards, commissions, etc. Will respond to Mayor, Council members, Town Manager, department heads, other localities, attorneys, public, media, etc. on requests for information or research; prepare emergency notifications as needed to public, media, etc.; respond to Governor Flag orders and coordinate with Town employees; maintain official copy of Town Code, including responsibilities for all re-codifications; maintain all records pertaining to contracts, deeds, easements, etc. This incumbent will serve as Town FOIA Officer and Town Record Retention Officer, certifies and attest official Town documents, maintains custody of Town seal; acts as Notary Public, serves and coordinates record retention efforts with Town Manager and department heads per the Library of Virginia. The incumbent will assist with special projects and initiatives for the Town Manager and department heads, research state and local laws being considered by Council, handle advertisements and public notices for public hearings, bids, etc., and perform other administrative duties as needed.

A Certified Municipal Clerk and/or a Master Municipal Clerk Certification is preferred.

Knowledge, Skills & Abilities:

• Computer knowledge, electronic data processing, calculators, fax machines and other miscellaneous office equipment.
• Public administrative principles and practices, research methods, and techniques.
• General management and office organizational principles.
• Town objectives, procedures, and organization.
• Strong written and oral communications and relational skills.
• Public relations and customer service.
• Ability to follow and relay complex oral and written instructions, policies and procedures.
• Basic math skills for budget and other financial calculations.
• Devise detailed procedures.
• Ability to multitask and prioritize projects according to timeline and deadlines.
• Prepare and establish sources of information for references by a good record system.
• Establish and maintain effective working relationships with Town officials, associates, and the general public.

Pre-employment screening, DMV and criminal background checks are required.

The Town of South Hill is an Equal Employment Opportunity Employer.