Deputy Town Clerk

Town of Herndon; Herndon (VA); On-site; USD 40,000 - 53,000; Full time

Job summary

The Town of Herndon is seeking a Deputy Town Clerk to support its governance and administrative functions. This role involves clerical duties for town meetings, managing records, and ensuring compliance with local regulations. Ideal candidates will have relevant administrative experience and be proficient in clerical skills. Evening work is required on a rotating basis.

Qualifications

• 3+ years of professional experience in an office environment.
• Ability to obtain Virginia Notary Public certification.
• Certified Municipal Clerk's certificate preferred.

Responsibilities

• Provide clerk services for town council meetings, including audio/visual setup.
• Maintain official records and prepare meeting minutes.
• Assist in budget preparation and manage department webpages.

Skills

Clerical Skills

Communication

Research

Detail Orientation

Time Management

Education

Associate's Degree or Bachelor's Degree in a relevant field

Job description

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The purpose of this position is to perform a variety of complex and confidential administrative support services within the town clerk’s office supporting the governing body, advisory boards, the town manager’s office and other town departments. Evening work is required.

Duties And Responsibilities

• Provides clerk services for town council meetings on a rotating basis including setting up and recording proceedings using audio/visual system, recording meeting minutes, finalizing and certifying ordinances, resolutions, and proclamations, maintaining official record in hard copy and/or electronic format, and posting finalized documents to the website and in accordance with the town’s records policies.
• Provides clerk services for the Town’s boards and commissions on a rotating basis, including but not limited to preparing letters and email, notifications, room preparation, attending meetings, taking and transcribing meeting minutes; tracking deadlines.
• Conducts research for boards and commissions as needed.
• Develops, prepares, compiles and distributes town council, boards and commissions agenda packets; maintains official records electronically.
• Assists with developing town council and board meeting minutes; maintains official minute records.
• Assist with maintenance of membership rosters for town council and advisory boards and assist with scheduling for council appointments including processing applications for vacancies, scheduling interviews and preparing notification letters.
• Assist with swearing in elected officials and appointed advisory board members and the onboarding process.
• Provides administrative support to the town manager’s office as needed.
• Proofs, finalizes and certifies resolutions, ordinances, proclamations, certificates and other documents following adoption by the town council and/or advisory boards; maintains official records in accordance with the town’s records policies.
• Coordinates special events and facilities tours as needed.
• Responds to or coordinates response to general public inquiries; support departmental responses to FOIA.
• Supports notary services for the town clerk’s and other town offices.
• Tracks information pertinent to the town clerk and governing body; boards and commissions; works on special projects as needed.
• Assist in preparing town clerk’s fiscal year budget and annual report; meet all required deadlines.
• Manages and maintains town clerk department webpages; may serve as department point of contact for website updates.
• May serve as Acting Town Clerk in the Town Clerk’s absence.
• May serve as Records Manager; provide records training to internal departments; develop and manage the town records management program in accordance with the Library of Virginia records retention and disposition schedules. Implement and maintain records in accordance with established policy in hard copy and/or electronic format.
• May process and distribute legal advertisements and meeting notices in accordance with federal, state and town code requirements.
• May serve as liaison to the town code company and ensure timely and accurate updates to the town code.
• May manage the mayor’s calendar; coordinate mayor and town council participation in community events and activities.
• May provide procurement services for the town clerk’s office and town council; completes monthly credit card reconciliation.
• Performs other duties as required.
  
  

Requirements

Associates or bachelor’s degree in a relevant field, supplemented by three plus years of increasingly responsible professional work experience in an office environment; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

Municipal Or Legal Clerk Experience Preferred.

Possession of Certified Municipal Clerk’s certificate, or the ability to obtain within an agreed upon period, preferred.

Virginia Notary Public or ability to obtain within six months of employment.

Valid driver’s license with acceptable record.

Hours

Monday - Friday 8am - 5pm

(Evening work to staff Council and board meetings on a rotating schedule is required (i.e board meeting, evening hours, weekend hours)

Work Location:

777 Lynn Street, Herndon, VA 20170; Herndon Municipal Center

Due to the nature of a government providing services to the public, the majority of the essential duties of this position are required to be fulfilled at the designated worksite in the town.

Americans With Disabilities Act (ADA) Compliance

The Town of Herndon, VA is an Equal Opportunity Employer. In compliance with the ADA, the town will provide reasonable accommodations for qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with this employer.

Duties involve the ability to exert light, physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). May involve extended periods of time at a keyboard or workstation; requires the ability to perform semi-skilled, coordinated movements such as those required to operate computer and office equipment; some duties require visual perception and discrimination; some duties require oral communication ability.

Duties are regularly performed without exposure to adverse, environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease and pathogenic substances.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Legal

• Industries

  Government Administration

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