ADMINISTRATIVE ASSISTANT

Chapel On the Hill; Chapel Hill (NC); On-site; USD 38,000 - 58,000; Full time

Benefits offered by this job

Health and dental insurance

Retirement Health Savings Plan

Paid time off

Paid parental leave

Holidays and personal leave

Job summary

The Town of Chapel Hill is seeking an experienced administrative professional to provide complex clerical support requiring technical knowledge. The role may require occasional after-hours work, including nights and weekends, to support department operations.

Responsibilities include clerical tasks, payroll-related support, purchasing, records management, front-desk coverage, and travel coordination. The role emphasizes customer service and accurate minute-taking.

Qualifications

• High school diploma or equivalent.
• Minimum 2 years of administrative or clerical experience.
• Willingness to work occasional evenings or weekends as needed.

Responsibilities

• Provides clerical support to the department.
• Assists with payroll, budget transfers, check requests, invoices, and purchase orders.
• Supports material purchasing, records management, and travel arrangements.
• Responds to complaints and resolves problems.
• Gathers visitor inquiries, answers calls, and maintains front-desk support.
• Maintains minutes for public meetings and supports facilities oversight.

Skills

Clerical skills

Financial processing

Records management

Customer service

Minute taking

Education

High school diploma or equivalent

Job description

Summary of Position

The purpose of this position is to provide complex administrative clerical support and assistance requiring technical or specialized operational knowledge. This position may require occasional work outside of standard business hours to include nights and weekends.

Summary

The purpose of this position is to provide complex administrative clerical support and assistance requiring technical or specialized operational knowledge. This position may require occasional work outside of standard business hours to include nights and weekends.

What You Can Expect To Be Doing (Essential Functions)

• Provides clerical support to the department
• Assists financial transactions and functions such payroll, budget transfers, check requests, contract routing, P-Card use, invoices, and purchase orders
• Supports purchasing of materials and supplies, records management, and travel needs
• Supports records management needs
• Responds to complaints and resolves problems
• Provides phone line, email, front desk and clerical support, including facilities oversight
• Greets visitors and responds to requests and questions
• Assists with uniform ordering and receiving.
• Completes all other duties as assigned

Do you supervise or not?

This position has no responsibility for the direction or supervision of others.

What are the physical demands?

The work is typically performed while sitting at a desk or table, with intermittent standing or stooping. The employee uses equipment requiring a high degree of dexterity.

Where and how do you work?

The work is typically performed in an office.

Essential Functions

Knowledge of:

• Clerical, purchasing, and financial processes
• Principles of customer service
• Modern office procedures
• Principles and practices of taking and recording minutes for public meetings
• Web-based software; Microsoft Office software including Word, Outlook and Excel

Ability To

• Effectively manage multiple projects with deadlines.
• Plan, organize and present information in a clear and logical format.
• Use web-based software systems.
• Solve problems and make sound decisions.
• Establish and maintain effective working relationships with employees and customers.
• Communicate effectively orally and in writing.
• Model behavior that is consistent with our values of RESPECT.

Education

Minimum Qualifications

High school diploma or equivalent required.

Experience

A minimum 2 years of administrative or clerical experience required.

What are the safety considerations for this job?

• You may be randomly drug tested while on the job.
• You will be subject to the Safe Driving and Accident Policy.

A valid NC driver’s license and the availability of private transportation or the ability to provide transportation between job sites is required.

The Town of Chapel Hill offers comprehensive and competitive benefits to regular full time and part time employees.

Health and Dental Insurance

Health and dental insurance are effective the first day of employment. The town will provide full-time employees group medical and dental insurance including family coverage. Employees and the town will share equally in the additional cost of the medical plan for dependent coverage if employees desire to purchase such coverage for family members. Employees are responsible for the full cost of dependent dental insurance.

Retirement Health Savings Plan

Employees hired after June 30, 2010, in a regular full-time or regular part- time position are required to participate in the Retirement Health Savings Plan. Contributions are taken on a pre-tax basis. The current contribution amount is 1%.

Paid Time Off

• Vacation/Annual Leave: Employees in regular full or part time positions earn between 12 and 26 days per year depending upon length of Town service.
• Sick Leave: Employees in full or part time regular positions earn 12 days per year.
• Paid Parental Leave: Eligible employees receive 6 weeks of Paid Parental Leave after birth or placement of a child in the home for adoption or foster care. This leave does not come from Employee's leave bank.
• Paid Holidays: There are 12 official Town holidays. Employees in full or part time regular positions are eligible for paid holiday time.
• Personal Leave: All employees in full or part time regular positions are granted 3 days of personal leave per year. This leave is non-cumulative

Local Government Retirement System

All employees in regular full or part time position are required to contribute to the retirement system. Contributions are taken on a pre-tax basis. The current contribution amount is 6%.

Supplemental Retirement Plans

• NC 401(k)-The Town makes a contribution of 5% to the 401(k) for all regular full and part time employees. There is no employee match required. Employees have the option of making contributions on a pre or post tax basis. The plan is administered by Empower.
• 457 Deferred Compensation Plan-Town of Chapel Hill employees have the option of making contributions to a 457. The Town does not make contributions to this plan. The plan is administered by MissionSquare.

Disability Insurance

• Town Provided: The Town provides both short term and long term disability insurance to all regular full or part time employees. The plan will pay up to 50% of the employee's base income up to $462 per week for non-job related injuries.
• Voluntary Short Term Disability: Employees have the option of purchasing supplemental disability insurance. This plan will pay employees a maximum of 25% of their base weekly earnings up to $400.

Life Insurance

The Town provides full and part time regular employees with an individual term life insurance policy. Employees have the option of purchasing additional life insurance for a small fee. Dependent life insurance is also available.

Direct Deposit

All employees hired after July 1, 2007 are required to have direct deposit.

Other Benefits

• Credit Union: Employees of the Town of Chapel Hill are eligible to open accounts at Civic Federal Credit Union.
• Parking is provided free of charge at or near worksites
• Annual longevity payment beginning with the 5th year of full or part time regular employment
• Tuition assistance is available upon completion of the initial probationary period
• Town has a Housing Assistance Program that assists employees secure housing in Town see the following https://www.chapelhillaffordablehousing.org/employee-housing