Deputy Clerk / Administrative Assistant to the Clerk-Treasurer

Job Description

Job Description

Overview
The Deputy Clerk / Administrative Assistant will provide administrative and clerical support for the Clerk-Treasurer, the Long Beach Town Council, Commissions and Committees, and the Town of Long Beach Department Heads, to facilitate the efficient operation of the Town. When applying specifically list part-time (30-hrs) or full-time (40-hrs) as we are accepting applications for both.

SUPERVISED BY: The Town of Long Beach Clerk-Treasurer

We are seeking a proactive and detail-oriented Deputy Clerk / Administrative Assistant to join our team in either full-time or part-time capacities. When applying please specifically list full-time or part-time. This vital role provides essential administrative support within our Town's Clerk-Treasurer office, ensuring smooth operations and efficient document management. The ideal candidate will demonstrate strong organizational skills, excellent communication abilities, and a passion for delivering exceptional customer service. This position offers an engaging environment where your administrative expertise will directly contribute to the effective functioning of our organization.

Responsibilities and Essential Functions:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The essential functions listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Answer, screen and transfer inbound telephone phone calls.

· Receive and direct visitors, vendors and officials to the Town Hall.

· Answer questions and provide information to the public about forms, processes, etc.

· Collect payments and provide receipts for fines, permits, office rental, etc.

· Prepare bank deposits and balance bank account per monthly statements.

· Perform general clerical duties including photocopying, fax and mailing.

· Assist with payroll and payables processing.

· Prepare checks for signature

· Maintain electronic and hard copy filing systems.

· Retrieve documents from filing systems per established procedures.

· Prepare written responses to routine inquiries.

· Scan documents, permits, files, plans to digital files.

· E-mail documents.

· Prepare and modify documents including correspondence, reports, drafts, memos and emails.

· Schedule and coordinate meetings and appointments for the Clerk-Treasurer, Council members and Department Heads.

· Prepare agendas for meetings and prepare schedules.

· Record, compile, transcribe and distribute minutes of meetings.

· Open, sort and distribute incoming correspondence.

· Maintain office supply inventories.

· Coordinate maintenance of office equipment.

· Coordinate and maintain records for personnel, telephones, parking and petty cash.

· Assist in the processing and data entry of permits.

· Maintain attendance records for payroll.

· Copy materials for meetings, orientations and public distributions.

· Create envelopes for mass mailings.

· Cross-trained to provide assistance to the Long Beach Water Department Office Manager as needed.

· Other duties as assigned.

• Assist with legal research, document preparation, and drafting of legal correspondence to support attorneys or clerks in litigation and administrative matters
• Manage incoming calls, greet visitors, and provide courteous customer service to clients, vendors, and internal teams
• Maintain accurate filing systems for legal documents, court records, and administrative files, ensuring easy retrieval and confidentiality
• Perform data entry tasks with precision, updating case files, court schedules, and other relevant databases regularly
• Support clerical duties such as photocopying, scanning, mailing, and organizing legal or administrative materials
• Handle cash transactions accurately when processing payments or fees related to court or municipal services
• Coordinate appointments, meetings, and court dates while maintaining organized schedules for staff members

This role offers a dynamic work environment where your organizational talents and legal administrative skills will be valued. Join us to contribute meaningfully while developing your career in a supportive setting committed to excellence!

Company DescriptionThe Town of Long Beach provides exceptional services to the residents of the Long Beach community.

Company Description

The Town of Long Beach provides exceptional services to the residents of the Long Beach community.