LSE Transcriptionist and Administrative Coordinator

The Town of Apex; Apex (NC); Hybrid; USD 28,000 - 33,000; Part time

Benefits offered by this job

Flexible schedule

Job summary

The Town of Apex is seeking a part-time transcriptionist and administrative coordinator to support the Town Clerk’s Office. Primary duties include preparing accurate verbatim transcripts and meeting minutes from audio/video recordings, and assisting with records digitization and organization in a busy public office.

Flexible schedule with in-person work at Apex Town Hall, 73 Hunter Street, and occasional remote work as authorized.

Qualifications

• Graduation from high school or equivalent with transcription/office experience.
• At least two years of administrative support, transcription, or records management experience.
• Strong listening, proofreading, and written communication skills.

Responsibilities

• Transcribe Town Council meetings and prepare verbatim minutes.
• Review drafts, correct errors, and ensure accuracy for official records.
• Assist with scanning, digitization, and electronic records organization.
• Support back-up public records coordination as needed.

Skills

Attention to detail

Listening skills

Proofreading

Transcription

Education

High school diploma or equivalent

2+ years administrative/transcription experience

Tools

Microsoft Office

Adobe Acrobat

Transcription software

Job description

LSE Transcriptionist and Administrative Coordinator

TOWN OF APEX
invites applications for theposition of:
Temporary/LSE Transcriptionist and Administrative Coordinator – Town Clerk’sOffice

About this position:

Hiring Range: $20/$24 Hourly – Negotiable Based OnExperience
Work Location: Apex Town Hall, 73 Hunter Street
Schedule: Flexible. Selected candidate will work 20 hours per week or less than 1,000 peryear and during traditional office hours of Monday – Friday, 8:00 AM – 5:00 PM. This position will primarily bein-person with occasional flexibility to work remotely, as authorized by theTown Clerk.
Expected End Date: June30, 2027 – possibly extended depending on funding availability
Posting Closing Date: September 26, 2026 at 5pm

What you will be doing (DESCRIPTION):

Are you exceptionally detail-oriented? Do you have an ear for accuracy, strong writing and proofreading skills, and the patience to carefully work through recorded meetings and official documents?

The Town of Apex is seeking apart-time Transcriptionist / Administrative Coordinator to join the TownClerk’s Office. The primary responsibility of this position is the preparation of accurate verbatim transcripts and meeting minutes from audio and videorecordings of Town Council and Resident Advisory Board meetings.

This position will also support theTown Clerk’s Office with scanning, document digitization, electronic records organization, and other records management projects. Depending on operationalneeds, the employee may occasionally provide backup assistance with publicrecords coordination, Resident Advisory Board administration, and otheradministrative functions of the Town Clerk’s Office.

This is an excellent opportunity forsomeone who enjoys focused, independent work and takes pride in producing anaccurate and professional final product that becomes part of the Town’spermanent governmental record. Because much of the work is deadline-driven, thesuccessful candidate must also be dependable and comfortable managingassignments independently while maintaining a high standard of quality.

About the Town Clerk’s Office:

In accordance with the Town’sCharter, the Town Manager, Town Attorney, and the Town Clerk all are appointedby and serve at the pleasure of the Mayor and Town Council. The Town Clerk’sOffice is devoted to supporting the strategic direction and leadership of theTown organization and facilitating open, accessible, and transparentgovernment.
The department is comprised of four(4) full-time employees, all reporting to the Town Clerk, with five keyfunctional areas: Records Management and Maintenance, Advisory Boards andCommission Administration, Government Relations and Strategy, ConstituentRelations, and Executive Support. The departmental mission is accomplished byproviding professional support and exceptional service to the Mayor, TownCouncil, Staff, and Residents, while promoting transparency, encouragingresident engagement, monitoring local legislative activities, and respectingthe historical value of all materials entrusted to the office as the officialcustodian of the public’s records.

A Sample of the Essentials (Duties & Tasks):

MeetingTranscription and Minutes – Primary Responsibility

Asignificant majority of this position will involve transcription andpreparation of official meeting records. Responsibilities may include:

• Listen to recordings of Town Council, Council Work Session, Resident Advisory Board, and other public meetings and prepare accurate verbatim transcripts and/or detailed meeting minutes.
  
• Use available transcription and meeting-management technology to support the preparation of meeting records, including reviewing and correcting draft or automated transcripts for speaker identification, accuracy, grammar, punctuation, terminology, and completeness.
  
• Accurately distinguish between multiple speakers and document motions, votes, presentations, discussions, and other meeting proceedings.
  
• Review agendas, presentations, supporting materials, and other available records to verify names, terminology, motions, technical references, and other information contained in meeting transcripts or minutes.
  
• Proofread, edit, format, and finalize transcripts and minutes in accordance with established Town Clerk’s Office standards for accuracy, consistency, grammar, punctuation, and completeness.
  
• Produce accurate transcription work at a pace sufficient to meet established deadlines while managing multiple meeting assignments or projects simultaneously.
  
• Exercise sound judgment, confidentiality, and discretion when working with sensitive, confidential, or legally protected information.
  

RecordsManagement and Digitization

Theposition will also assist with records management projects, including:

• Scan and digitizehistorical and current Town records for long-term electronic preservation,accessibility, and retrieval.
  
• Review digitizedrecords for image quality, completeness, readability, orientation, andother quality-control standards.
  
• Organize, name,classify, index, and file electronic records in accordance withestablished Town Clerk’s Office and records management standards.
  
• Assist with preparingrecords for electronic conversion, including sorting, organizing, removingfasteners, identifying document groupings, and performing otherdocument-preparation tasks.
  
• Assist with theorganization, digitization, indexing, and maintenance of Apex Cemeteryrecords, including burial, lot, ownership, interment, and other relatedhistorical records.
  
• Assist with reviewingand reconciling cemetery records across paper and electronic sources toidentify missing, incomplete, inconsistent, or duplicate information andimprove the accuracy and accessibility of the Town’s cemetery records.
  
• Assist withmaintaining accurate and searchable electronic records and identifyingmissing, incomplete, or improperly indexed documents.
  
• Support recordsretention, disposition, filing, and other records management initiativesin accordance with applicable policies and retention requirements.

Administrativeand Executive Support

Asworkload and operational needs permit, the position may also:

• Provide backup assistance with the Town’s public records coordination function, including organizing responsive records, tracking requests, assisting with records research, and supporting related administrative tasks.
• Provide backup administrative support for Resident Advisory Boards and commissions, including meeting preparation, records organization, member information, and related coordination.
  
• Assist with agendas, meeting materials, correspondence, research, document preparation, records organization, and other Town Clerk’s Office projects.
  
• Provide general administrative support and customer service as needed.
  Assist with special projects and other duties that support the effective operation of the Town Clerk’s Office.
  

Publicrecords coordination and Resident Advisory Board administration are intended assecondary and backup responsibilities rather than the primary focus of thisposition.

Workrequires a high degree of confidentiality and discretion in a sensitive public environment.

Who We Are:

Known as "The Peak of Good Living", the Town of Apex is a rapidly growing Wake County municipality with a currentpopulation of 70,000 and was ranked in 2015 as Money Magazine's Best Place toLive in America. Our current workforce is comprised of over 680 full-timeemployees and over 125 part-time/seasonal staff.

Apex is set apart from othernearby communities by its authentic, endearing character. Being a great placeto live, work, grow, and relish life, doesn’t just happen by accident. It takesa commitment and vision by our employees to create an environment that’s sobeloved by those who call it home. Though Apex signifies the highest point onthe old Chatham Railroad line, today the name describes the highest quality oflife to be found anywhere.
Join our team and discover whatThe Peak of Good Living means to those who work here!

What You'll Need (MinimumQualifications)

Graduation from high school orequivalent, supplemented by coursework, training, or experience intranscription, office administration, records management, legal support,business administration, or a related field; and a t least two (2) years ofprogressively responsible experience in administrative support, transcription,records management, legal support, meeting minutes preparation, or a relatedfield; OR

At least two (2) years ofprogressively responsible experience in administrative support, transcription,records management, legal support, meeting minutes preparation, or a relatedfield; OR Any equivalent combination ofeducation, training, and experience that provides the knowledge, skills, andabilities necessary to successfully perform the duties of the position.

Knowledge, Skills andAbilities

The successful candidateshould possess:

• Exceptional attention to detail, accuracy, organization, and quality control.
  
• Excellent listening, proofreading, grammar, punctuation, spelling, and written communication skills.
  
• Ability to accurately and efficiently transcribe recorded meetings involving multiple speakers, varying audio quality, overlapping discussion, acronyms, names, technical terminology, and other complexities common to public meetings.
  
• Ability to review, interpret, and organize detailed information from meeting recordings, agendas, presentations, records, and other source materials.
  
• Strong computer proficiency and ability to effectively use Microsoft Office applications, Adobe Acrobat, transcription technology, electronic records systems, and other software necessary to perform assigned duties.
  
• Ability to learn and effectively use specialized systems such as Municode, Legistar/Granicus OneMeeting, American Legal, and other agenda, records management, or transcription platforms.
  
• Ability to work independently, take initiative, manage changing priorities, and consistently complete multiple assignments within established deadlines.
  
• Strong analytical and problem-solving skills, including the ability to identify inconsistencies, gather relevant information, verify facts, and determine appropriate next steps.
  
• Ability to prepare accurate, professional, and well-organized documents and records.
  
• Ability to establish and maintain effective working relationships with Town employees, elected officials, advisory board members, members of the public, and third-party vendors.
  

Ability to exercise sound judgment, professionalism, confidentiality, and discretion when handling sensitive information and working in a public-sector environment.

Preferred Qualifications

• Associate’s Degree in business administration, office administration, legal studies, paralegal studies, records and information management, public administration, or a related field. Relevant coursework may include business communications, English composition, legal terminology, transcription, records management, office technology, document preparation, or information management.
  
• Professional transcription experience, particularly preparing verbatim transcripts or official meeting minutes.
  
• Experience transcribing government, legal, court, legislative, board, commission, or other formal proceedings.
  
• Experience using audio/video transcription technology, digital meeting recordings, or automated transcription tools.
  
• Experience with electronic records management, document imaging, scanning, digitization, indexing, or records quality-control projects.
  
• Experience working with public records, governmental records, legal records, or other sensitive or confidential information.
  
• Familiarity with local government terminology, parliamentary procedure, public meetings, or governmental processes.
  
• Previous municipal, county, state, legal, court, or other public-sector experience.
• Familiarity with agenda management, records management, public records, or meeting-management software.

The Right Fit

This position may beespecially well suited for someone who enjoys working behind the scenes andfinds satisfaction in getting the details exactly right. The successfulcandidate will understand that official government records require more thansimply typing quickly — they require careful listening, sound judgment,consistency, patience, accuracy, and a commitment to preserving the publicrecord

Special Requirements:

May be required to work someevening or weekend hours if a situation emerges outside of traditional townoperating hours of Monday-Friday, 8 am to 5 pm.

Keep in mind:

Providing a safe work environmentfor our employees is a top priority, therefore all new hires must successfullycomplete a pre-employment drug test, background check, and motor vehicle check. Some positions may also require fingerprint screening.

The Town of Apex provides equalemployment opportunities (EEO) to all employees and applicants for employment without regard to age, sex, race, color, religion, national origin, disability,political affiliation or marital status, veteran status, or geneticinformation.