Administrative Records Coordinator #2410-5530-01

This is responsible administrative and clerical support work for the Board of Alders. Work involves responsibility for a wide range of activities, including coordinating the scheduling of Board of Alders committee meetings, maintaining payroll records of the Office of Legislative Services, correspondence for 30 members of the Board of Alders and the staff of Legislative Services and as well as other related recordkeeping functions. The Administrative Records Coordinator plays a key role in ensuring efficient recordkeeping for the Office of Legislative Services, and complex meeting logistics.

Additionally, the Administrative Records Coordinator serves as the primary point of contact for the Legislative Services Office, providing professional reception and support to board members, staff, and the public. The position requires a high level of organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously in a fast-paced environment. The work is performed with a significant degree of independence and is reviewed by the Director of Legislative Services for accuracy, efficiency, and adherence to established protocols.

• Serves as the primary administrative support for the Director of Legislative Services and members of the Board of Alders, including scheduling meetings, drafting agendas, and preparing meeting minutes.
• Secures quorums for aldermanic committee meetings; Coordinates and manages the scheduling of all aldermanic committee meetings, notifies members and stakeholders of meeting times and changes.
• Maintains calendar of all aldermanic meetings, hearings, and events; schedules all use of aldermanic hearing and caucus rooms.
• May aid in processing all incoming and outgoing correspondence for the Board of Aldermen and Legislative Services staff, drafting, editing, and distributing communications in a timely and professional manner.
• Takes dictation as required by staff or Board members.
• Prepares payroll records and maintains personnel records for the staff of Legislative Services.
• Assists with the preparation and distribution of meeting materials, including reports, presentations, and legislative documents.
• Serves as receptionist for Legislative Services Office, greeting visitors, answering phones, and directing inquiries to appropriate personnel.
• Acts as a liaison between the Board of Aldermen, staff, and the public, providing information, answering inquiries, and resolving administrative issues with professionalism and discretion.
• Performs related work as required.

Graduation from high school ideally supplemented by college level courses in English grammar, business administration, communication, political science, or related fields and five to seven years of progressively responsible clerical office management experience; or any equivalent combination of training and experience which provides the below knowledge, abilities and skills. An understanding of legislative procedures and terminology is helpful, or the ability to quickly acquire this knowledge through on-the-job experience. Spanish/English bilingual is desirable.

• Considerable knowledge of the principles and practices of office recordkeeping; modern office practices, procedures, equipment, and software.
• Ability to understand and follow complex oral and written instructions.
• Ability to maintain records of a municipal legislative office; must have strong knowledge of recordkeeping and administrative procedures.
• Ability to manage meeting logistics, including scheduling, coordinating resources, securing quorums, and preparing meeting materials.
• Skill and accuracy in typing.
• Ability to establish and maintain effective working relationships with superiors, associates, members of the Board of Aldermen, and members of the public. Ability to communicate effectively, both verbally and in writing, and establish positive working relationships with colleagues, board members, and the public.
• Ability to take dictation or able to transcribe from digital recording equipment.
• Skill in typing, data entry, and document preparation with a high degree of accuracy.
• Exceptional attention to detail with the ability to proofread and edit documents with a high degree of accuracy.
• Proficiency in using standard office equipment such as copiers, scanners, telephones, and fax machines.
• Ability to maintain records and to prepare accurate reports.
• Ability to handle sensitive information with discretion and maintain confidentiality of official records and proceedings.
• Excellent organizational skills with the ability to manage multiple tasks, prioritize effectively, and maintain attention to detail in a fast-paced environment.
• Demonstrated ability to work effectively and sensitively in a diverse community, recognizing and respecting cultural differences, and fostering an inclusive environment.

• May require occasional attendance at evening meetings, in support of the Board of Alders schedule.

Information regarding the employment and selection process can be found HERE.
We reserve the right to extend an application deadline or close a job posting early to ensure we can attract and identify the best candidate(s) for a position.