Administrative Assistant - City Clerk's Office

Administrative Assistant - City Clerks Office

Salary

Depends on Qualifications

Location

City Hall, 31 South Summit Avenue, Gaithersburg, MD

Job Type

Full-Time

Remote Employment

Flexible/Hybrid

Job Number

FY2027-01122

Department

Office of the City Manager

Division

City Clerks Office (1101)

Opening Date

08/21/2026

Closing Date

Continuous

FLSA

Non-Exempt

• Description
• Benefits
• Questions

Description

The City Clerks Office in the Office of the City Manager is accepting applications for an experienced, organized, and detail-oriented Administrative Assistant III to assist the City Clerk in providing highly responsible administrative support for elected and appointed City officials and other key staff. Working under the direction of the City Clerk and collaboratively with other administrative staff in the City Clerks Office, responsibilities include preparing materials for Mayor & City Council meetings, including resolutions, ordinances, proclamations, agendas, notices, meeting minutes, and other supporting documents and correspondence; records management; public record requests; filing and document retrieval; assisting in the municipal election process; conducting research and preparing reports; assisting visitors and callers; and other administrative work as assigned.

The ideal candidate will possess strong organizational, customer service, writing, and multi-tasking skills, have excellent attention to detail, and exceptional interpersonal and communication skills to interact with elected and appointed officials, staff at all levels, residents, and other stakeholders. The ability to accomplish tasks under pressure and before deadlines on a consistent basis and proficiency in leveraging technology to enhance efficiency are essential. Must be able to anticipate and address issues and exercise appropriate judgment when executing tasks in the City Clerks absence, and proactively provide assistance and support whenever and wherever needed. Must be customer focused, flexible, and resourceful to adapt to changing priorities and deadlines, and able to handle last-minute changes with composure and confidence.

Starting salary for this position is negotiable within the target hiring range ($57,000 to $63,000) and will be offered at a level consistent with the experience and qualifications of the candidate. We provide comprehensive insurance benefits (medical, dental, vision, life), paid time off, generous retirement contributions, health and wellness programs, tools to assist with paying down student loan debt and managing student loans, training and professional growth opportunities, and excellent work/life balance.

Job Functions

What you will do with us:

• Assist in the day-to-day operations of the City Clerks Office, including performing a variety of highly responsible professional administrative tasks in support of a wide range of City programs, operations, services, and policies.
• Assist with preparation and publication of Mayor and City Council meeting agendas and packet materials, minutes, notices, announcements, legal advertisements, and transcripts.
• Attend and provide administrative support for meetings of the Mayor and City Council and other public meetings as assigned; perform follow-up activities as needed.
• Assist with management (organization, maintenance, archival, and destruction) of official City records.
• Assist with facilitating accurate and timely processing of legal documents including agreements, contracts, deeds, resolutions, and ordinances.
• Assist the City Clerk with preparing for and conducting City elections in accordance with the City Code.
• Assist with updating and maintaining the City Code and Charter.
• Support the Mayor and City Councils appointment process for City boards, commissions, and committees and provide support to staff liaisons in accordance with the Maryland Open Meetings Act.
• Assist the City Clerk with processing Maryland Public Information Act (MPIA) requests, including locating responsive records, organizing documentation, tracking deadlines, and coordinating with departments as needed.
• Provide technical assistance, user support, training, and troubleshooting related to the Citys meeting management software system, records repository, and software used for public information requests.
• Respond to inquiries, complaints, and requests and provide information and assistance to the internal and external customers, in person, by telephone, and by email.
• Conduct and analyze research; write, edit, proofread, and prepare correspondence, reports, agendas, minutes, meeting materials, and other documents and materials.
• Maintain databases, records, systems, and filing systems to specifically include electronic records, document/records management systems, meeting management systems, and public record request systems.
• Maintain calendars and schedule meetings and appointments for elected officials.
• Assist the City Clerk with budget and other operating details; monitor expenditures.
• Participate in the development, implementation, and maintenance of goals, objectives, policies, procedures, and priorities for assigned programs and projects in the City Clerks Office.
• Provide outstanding service, pursue continuous improvement, and exceed expectations.

Key job responsibilities are highlighted above; please click here to view the complete classification description for the Administrative Assistant III position. The classification description indicates the full salary range established for this position to provide opportunity for growth and development (Grade 104 in the Citys FY 2027 Schedule of Salary Ranges).

Qualifications

What you will need to be considered:

• At least 5 years of experience in office assistance/administrative support work; previous professional work experience in a local government setting, City Clerks Office is preferred.
• Associate degree or some college level coursework desirable.
• Knowledge of municipal government operations, public record requirements, records management, legislative/meeting processes, or public sector administrative practices is desirable.
• Strong and effective interpersonal, organizational, customer service, time/resource management, and written and verbal communication skills.
• Detail oriented and accurate, with demonstrated ability to manage multiple tasks, prioritize workload, and work quickly and accurately under firm deadlines.
• Ability to exercise independent judgment in prioritizing assignments, resolving routine issues, protecting confidential information, and escalating matters requiring City Clerk review.
• Proficiency in Microsoft Office 365 and other relevant software programs, as well as web-based applications; prior experience with meeting management software is preferred.
• Or any acceptable equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities to satisfactorily perform job duties.

Additional Information

Interested applicants must submit the following to be considered:

• A complete online application (supporting materials will not be accepted in lieu of a completed online application)
• Current Resume (attached to the online application)
• Letter of Interest (attached to the online application) - include why you are interested in this position and highlight the special skills and abilities that make you uniquely qualified to serve in this position

Review of applications will begin immediately, so prompt application is strongly encouraged. The position will remain open until filled; recruitment will close without notice when a sufficient number of qualified applications are received or all hiring decisions have been made.

40 hours per week, Monday through Friday; flexibility to attend meetings, programs, or events outside of the standard workday as assigned (evenings, weekends, holidays) is required. A core work schedule will be determined upon hire. The position can accommodate some remote work (at the discretion of the City Clerk and City Manager). This is a full-time, non-exempt position, which means an individual in this position is eligible for overtime compensation under the provisions of the Fair Labor Standards Act (FLSA) and the Citys personnel regulations. Direct deposit of paychecks is a condition of employment for all City of Gaithersburg employees.

The successful candidate will be subject to a pre-employment background investigation. The City has established an alcohol-free, drug-free, and smoke-free workplace which applies to any person employed by, conducting business with, or applying for a position with the City. Each employee, as a condition of their employment, may be required to participate in pre-employment and reasonable suspicion testing. Employees classified as safety sensitive are also subject to immediate post-accident and random testing.

For more information about the position, contact City Clerk Lia Jones at Lia.Jones@gaithersburgmd.gov or 240.805.1084. Questions regarding the online application process may be directed to the Department of Human Resources at hr@gaithersburgmd.gov or 301.258.6327.

This recruitment will establish an eligibility list which will be used to fill the current vacancy and may be used to fill other openings in this classification which occur in the next 12 months.

The City of Gaithersburg offers its full-time employees a broad range of benefits to enhance their personal and professional lives. Employees are eligible on their first day of employment (unless otherwise specified). We provide employees with competitive compensation, comprehensive benefits, and an environment that supports a healthy work/life balance.

HEALTH BENEFITS

• Medical, Dental & Vision Coverage - employer pays 85% of premium in each tier
• Multi-tiered coverage options (single, single + spouse, single + child, single + children, family)
• Retirement Health Savings contribution (for non-participants in medical or dental plans)

Medical Insurance

• CIGNA HealthCare Open Access Plan
• Prescription Drug Plan
• Wellness Initiatives

Dental Insurance

• Sun Life Indemnity Plan
• Use a dentist of choice or participating dentist for increased savings
• Basic or Enhanced Plans offered

Vision Insurance

• National Vision Administrators
• Use a provider of choice or participating provider for increased savings

RETIREMENT SAVINGS PLANS

• Eligible for immediate enrollment in all plans upon hire
• 401A - Employer contribution equivalent to 8% of employees annual base salary; fully vested after 5 years
• 401K - Employer 3% matching contribution on the first 5% of employees annual base salary contributed by the employee; fully vested after 5 years
• 401A Supplemental - Additional 5% employer contribution to eligible employees in the Public Works and Police Departments who have physically demanding jobs on a consistent basis; fully vested after 10 years
• 457-deferred compensation plan and Roth IRA (employee contributions only)

PAID LEAVE

• Vacation (12 - 24 days accrued annually; accrual rate based on years of service)
• Sick Leave (13 days accrued annually; unlimited accrual)
• Personal Leave (28 hours granted annually)
• Family Care Leave (up to 8 weeks in rolling 12-month period for eligible employees) to care for newborn/newly adopted/newly placed child or family member
• Holidays (11 holidays observed each year)
• Volunteer Service (12 hours granted annually)
• Jury duty, bereavement leave, military leave (as needed)

ADDITIONAL BENEFITS

• Flexible Spending Accounts
• Tools to assist with paying down student loan debt and managing student loans
• Employer paid Basic Life and AD&D Insurance
• Long-Term Disability & Workers Compensation Insurance
• Multilingual Stipend ($2,080 per year for eligible employees, paid biweekly)
• Language Learning Program (through Babbel)
• Housing Stipend (Up to $3,600 per year for eligible employees)
• Tuition Assistance (Up to $5,250 per year eligible after 1 year of service)
• Healthy Lifestyle Incentives
• Employee Assistance Program
• First-Time Homebuyer Assistance
• Ongoing Training/Personal Development Programs
• Credit Union
• Recreation & Leisure Opportunities & Discounts
• Direct Deposit (required)

Click on the link below to view general information about the benefits available.

Summary of Employee Benefits (pdf)

01

Each applicant must complete this supplemental questionnaire as part of the application screening and selection process. The information you provide will be reviewed and may be used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information ("see resume" is not acceptable) may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and certify that your responses can be verified from information included within your application?

• Yes
• No

02

Indicate the highest level of education obtained.

• High School Diploma or GED
• Some College (No Degree)
• Associates Degree
• Bachelors Degree or Higher
• Other

03

Indicate the area of study in which your college degree was obtained (if applicable).

04

Do you have at least 5 years of previous professional work experience in administrative support or office assistance work in a City Clerks Office?

• Yes
• No

05

Do you have any previous paid professional experience providing administrative support to senior level staff or management? (Be sure this experience is reflected in your application materials.)

• Yes
• No

06

List any relevant professional licenses, certifications, or credentials that you currently possess. Include the date completed or attained. If none, please state "None."

07

This position requires the ability to manage multiple priorities, meet strict deadlines, transition between planned and urgent assignments, and maintain professionalism in a fast-paced environment supporting public-facing municipal functions. Do you agree that you will be able to meet these requirements if you are hired for this position?

• Yes
• No

08

List any relevant customized or specialty computer applications or programs (databases, software, etc.) you have used and indicate your level of expertise (Beginner, Intermediate, Advanced) with each. If none, please state "None."

09

How did you first learn about this employment opportunity?

• City of Gaithersburg Website
• Job Interest Card Notification
• Indeed
• GovernmentJobs.com
• Other Website
• Social Media
• Friend or Relative
• I am currently a City employee
• Other

Required Question

Employer City of Gaithersburg

Address 31 South Summit Avenue

Gaithersburg, Maryland, 20877

Phone 301-258-6327

Website http://www.gaithersburgmd.gov/government/job-opportunities