Administrative Records Coordinator

Introduction The Office of Legislative Services is seeking a highly organized and detail-oriented Legislative Services Administrative Coordinator to join our team. This role is vital to supporting the Board of Alders by managing meeting logistics, maintaining accurate records, and serving as a primary point of contact for both staff and the public. The ideal candidate will possess strong administrative skills, thrive in a fast-paced environment, and demonstrate a high level of professionalism and discretion. If you're an experienced administrator with a passion for public service, we encourage you to apply. The Board of Alders is the legislative body for the City of New Haven. All Alderpersons are members of the municipal council elected by voters. We create, pass and amend local laws as well as review and approve the City's annual budget. The Board of Alders meet the first and third Monday of every month in the aldermanic chambers, 165 Church Street, second floor, except for holidays. During the summer, we meet the first Monday of the month. The Office of Legislative Services provides professional staff support to the Board of Alders, enabling us to fulfill our powers and duties as the City's legislative body. PRIMARY FUNCTIONS 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. TYPICAL DUTIES AND RESPONSIBILITIES 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. EDUCATION, QUALIFICATIONS & EXPERIENCE 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. KNOWLEDGE, EXPERIENCE, SKILLS & ABILITIES 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. NECESSARY SPECIAL REQUIREMENTS May require occasional attendance at evening meetings, in support of the Board of Alders schedule. SALARY, BARGAINING UNIT & TERMS OF EMPLOYMENT This is a General Fund, 'Tested' position. This position is included in a collective bargaining agreement with Local 3144, American Federation of State, County and Municipal Employees. Bargaining agreements available to review HERE. General Funded hires into this class are not covered by Social Security and will not pay Social Security taxes. They instead participate in the City Pension; the employee contribution rate is 10% of pay. Employment is contingent upon the successful completion of: (1) a pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening accordance with the City's Drug Free Workplace Policy*, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment. Pursuant to the Federal Drug Free Workplace Act of 1988, The City of New Haven has a adopted a Drug Free Workplace Policy. The City of New Haven requires a pre-employment drug test, which includes screening for marijuana. Selection Plan Applicants must demonstrate that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification. Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date. It is critical that you complete the application thoroughly and submit information as outlined above, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process. This information may be used to determine the eligibility list. As such, this job announcement should be considered the exam announcement, and submissions may be evaluated and scored prior to the posted closing date. Information regarding the employment and selection process can be found HERE. Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam/junk folders, for correspondence from the New Haven Human Resources Department. 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. Conclusion To apply for this opportunity: Complete your User Registration. You are encouraged to save your Applicant Profile for future use. You MUST click on the job posting you are interested in, and click Apply or Apply Online from within that posting. MAKE SURE the job you are applying for is named at the top of the page as you review your application! Review or modify your application for that position Click 'Ready to Send App' or the 'Send' tab; read page and click the attestation Click 'Send to City of New Haven' You will be redirected to 'CONFIRMATION OF EMPLOYMENT APPLICATION SUBMISSION' You will also receive an email and text, if a number was provided, confirming your submission If you do not receive this confirmation in the next 24 hours, your application has not been submitted - please contact us at Please Note, your Profile is NOT an application for an open position. After you create your Applicant Profile, you must still click on a Job Title and complete the application as instructed for each position.

Created: 2024-11-12