Administrative Assistant-City Clerk

City of Concord • Concord, NH

2d • Onsite

About The Position

Come work for the City Clerk in the Capital City of Concord. This position provides courteous and diplomatic customer service to internal and external customers. In accordance with NH State statutes, the role amends, issues, and maintains vital records. The Administrative Assistant also assists with all duties relative to administering elections held within the City of Concord, issues and assists with the maintenance of the municipal dog licensing database, and provides administrative support to the City Clerk and Deputy City Clerk.

Requirements

• High school diploma or GED
• Two to four years of progressively responsible administrative experience, which includes some experience interacting with elected officials and/or managers
• Notary with the ability to become a Justice of the Peace within the probationary period.
• Knowledge of administrative policies and procedures related to the area of assignment.
• Knowledge of effective verbal and written communication including correct English usage, spelling, grammar, punctuation and vocabulary.
• Knowledge of techniques of effective time management.
• Knowledge of record keeping, report preparation, filing methods and records management techniques.
• Knowledge of basic budgetary principles and practices.
• Knowledge of general office procedures, policies, and practices, as well as basic knowledge of computer/VDT and other general office equipment.
• Knowledge of Microsoft Office programs.
• Skill in effective verbal and written communication including correct English usage, spelling, grammar, punctuation and vocabulary.
• Skill in dealing courteously and diplomatically with those served by the department.
• Skill in organizing work, setting priorities, meeting critical deadlines, and following up on assignments with minimal direction.
• Skill in operating general office equipment.
• Typing moderately complex documents at a rate of 40 words per minute.
• Skill in compiling, composing, and maintaining clear and concise reports, correspondence and other written materials.
• Skill in performing basic mathematical computations such as addition, subtraction, multiplication, and division.
• Skill in using computers to enter and retrieve information.
• Ability to maintain a high degree of confidentiality and accuracy.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Ability to work under pressure sometimes in stressful situations.
• Ability to handle situations in which others may be angry or argumentative.
• Ability to organize and compile information into a logical and sequential format.
• Ability to understand and carry out moderately complex written and oral instructions.

Nice To Haves

• Any combination of education, training and experience which provides the knowledge, skills and abilities required for the job.

Responsibilities

• Provides courteous and diplomatic customer service to internal and external customers in person, by phone and via written correspondence.
• Assists the public in explaining rules and regulations specific to vital records, elections and dog licensing to ensure that proper procedures are met.
• Researches, issues, amends and maintains vital records in accordance with NH State statutes and state agency requirements.
• Assists with all pre and post duties relative to administering elections held within the City of Concord; including but not limited to updating voter files within the New Hampshire Voter Registration System, assisting with the issuance of absentee ballots, preparing voter checklists as well as assisting the City Clerk and Deputy City Clerk with the testing of machines to be used on election day.
• Issues dog licenses and assists with the maintenance of the municipal dog licensing database in accordance with NH State statutes.
• Assists with the maintenance of various databases including but not limited to records retention and municipal boards and commissions.
• Conducts research to provide requested information to the public, department directors and/or staff.
• Processes payment transactions.
• Compiles and verifies information for further processing or statistical reports.
• Provides administrative support to the City Clerk and Deputy City Clerk.
• Performs other related duties as assigned.

Benefits

• Our organization is committed to ensuring fair treatment, access, and opportunities for all individuals regardless of race, ethnicity, gender, sexual orientation, ability, socioeconomic status, age, religion or other social identities in accordance with state and federal law.
• We recognize that each individual brings a unique perspective that is informed by their life experience and identity.
• Our organization is committed to recruiting and retaining the best qualified individuals based on a holistic review of their knowledge, skills, experience, understanding, communication and abilities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED