LSE Transcriptionist and Administrative Coordinator

Town of Apex•Apex, NC

9d•Hybrid

About The Position

The Town of Apex is seeking a part-time Transcriptionist / Administrative Coordinator to join the Town Clerk’s Office. The primary responsibility of this position is the preparation of accurate verbatim transcripts and meeting minutes from audio and video recordings of Town Council and Resident Advisory Board meetings. This position will also support the Town Clerk’s Office with scanning, document digitization, electronic records organization, and other records management projects. Depending on operational needs, the employee may occasionally provide backup assistance with public records coordination, Resident Advisory Board administration, and other administrative functions of the Town Clerk’s Office. This is an excellent opportunity for someone who enjoys focused, independent work and takes pride in producing an accurate and professional final product that becomes part of the Town’s permanent governmental record. Because much of the work is deadline-driven, the successful candidate must also be dependable and comfortable managing assignments independently while maintaining a high standard of quality.

Requirements

Graduation from high school or equivalent, supplemented by coursework, training, or experience in transcription, office administration, records management, legal support, business administration, or a related field; and at least two (2) years of progressively responsible experience in administrative support, transcription, records management, legal support, meeting minutes preparation, or a related field; OR Any equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities necessary to successfully perform the duties of the position.
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.
May be required to work some evening or weekend hours if a situation emerges outside of traditional town operating hours of Monday-Friday, 8 am to 5 pm.
All new hires must successfully complete a pre-employment drug test, background check, and motor vehicle check. Some positions may also require fingerprint screening.

Nice To Haves

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.

Responsibilities

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.
Scan and digitize historical and current Town records for long-term electronic preservation, accessibility, and retrieval.
Review digitized records for image quality, completeness, readability, orientation, and other quality-control standards.
Organize, name, classify, index, and file electronic records in accordance with established Town Clerk’s Office and records management standards.
Assist with preparing records for electronic conversion, including sorting, organizing, removing fasteners, identifying document groupings, and performing other document-preparation tasks.
Assist with the organization, digitization, indexing, and maintenance of Apex Cemetery records, including burial, lot, ownership, interment, and other related historical records.
Assist with reviewing and reconciling cemetery records across paper and electronic sources to identify missing, incomplete, inconsistent, or duplicate information and improve the accuracy and accessibility of the Town’s cemetery records.
Assist with maintaining accurate and searchable electronic records and identifying missing, incomplete, or improperly indexed documents.
Support records retention, disposition, filing, and other records management initiatives in accordance with applicable policies and retention requirements.
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.