Town of Apex
LEGISLATIVE ASSISTANT
About This Position: Expected Hiring Range: $54,932.80 - $67,288.00 Work Location: Apex Town Hall, 73 Hunter Street Schedule: Monday - Friday, 8am-5pm Posting Closing Date: 11:59 pm on 08/25/25 Are you an adept professional who is energetic and thrives in a fast-paced environment? Do you desire to work with a close-knit, progressive team that connects residents to their local government? Are you a self-starter, dedicated public servant, with exceptional customer service and communication skills? If you're passionate about community, driven to make a difference, and ready to be part of something purposeful, then look no further because the Legislative Assistant position is just for you! Who We Are: Known as "The Peak of Good Living, the Town of Apex is a rapidly growing Wake County municipality with a current population of over 75,000 and was ranked in the past as Money Magazine's Best Place to Live in America! Our current workforce is comprised of over 670 full-time employees and over 125 part-time/seasonal staff. Our Human Resources Department - with the support and confidence of Town leadership - is committed to providing best-in-class HR programs for our employees, with a mission to create a culture of empowerment and accountability that maximizes individual and organizational potential. We offer a generous benefits package, and have a highly competitive compensation program. More than that, the Town is an awesome place to work, as evidenced by the 96% job satisfaction rating received in the last employee opinion survey conducted with our employees. What You Will Be Doing (Description): The Legislative Assistant is responsible for coordinating the Town's Resident Advisory Board programs, coordinating special programs and events for the department, communicating with the public on a variety of topics, attending and transcribing public meetings, and responding to time sensitive matters to ensure exceptional customer service to all internal and external stakeholders. The Legislative Assistant is also responsible for providing advanced and extensive executive level administrative support to the Town Clerk and the Town Clerk's Office in coordinating routine administrative functions for the department. The incumbent in this position must be familiar with Town operations, related outside agencies, and with individual Councilmember priorities and views on current issues. A familiarity of the political landscape, current topics/issues, and self-awareness of the ramifications of his/her actions will be critical in this role. The Legislative Assistant will be the initial point of contact for the department, providing triage on a wide variety of items, and consistently providing exceptional service will be required. The incumbent must utilize diplomacy in dealing with elected officials, Town Senior Executive Leadership, the public, and agency partners. About The Town Clerk's Office: In accordance with the Town's Charter, the Town Manager, Town Attorney, and the Town Clerk all are appointed by and serve at the pleasure of the Mayor and Town Council. The Town Clerk's Office is devoted to supporting the strategic direction and leadership of the Town organization and facilitate open, accessible, and transparent government. The department is comprised of four (4) full-time employees, all reporting directly to the Town Clerk, with five key function areas including: Records Management and Maintenance, Advisory Boards and Commission Administration, Government Relations and Strategy, Constituent Relations, and Executive Support. The departmental mission is accomplished by providing professional support and exceptional service to the Mayor, Town Council, Staff, and Residents, while promoting transparency, encouraging resident engagement, monitoring local legislative activities, and respecting the historical value of all materials entrusted to the office as the official custodian of the public's records. A Sample Of The Essentials (Duties & Tasks): Coordinates the Town's Resident Advisory Board programs including the recruitment, selection, appointment, meeting, and training processes to support successful Advisory Board functions; Publicizes Advisory Board vacancies, provides public notification of official meetings; compiles meeting agendas, transcribes meeting minutes, disseminates information to relevant internal and external stakeholders in accordance with established policies and procedures. Responsible for indexing and reconciling all Resident Advisory Board agendas, meeting minutes and coordinating follow-up of any post meeting action items; Assist the Town Clerk in maintaining associated web meeting calendars for the department; responsible for posting public meeting notices and coordinating legal advertisements within the timeframes required by the State Statute. Monitor online request submissions for special recognition; prepare and draft ceremonial letters of honor, proclamations, resolutions of support, and other letters of significance as requested by the Town Clerk. Serve as the transciptionist for designated Council Committees including the distribution of meeting materials, development of official meeting minutes, and providing other administrative support during the meetings. Coordinate all official public meeting logistics including room reservation, livestreaming/audio recording processes in concert with the Information Technology (IT) Department, facilitate the meeting room setup including the arrangement of tables, chairs, podium, materials, etc.; food and beverage details; applicable name tents, etc. as outlined by departmental practices. Coordinate departmental presence at Community Events including logistical support, promotion item selection, outreach materials and information, schedules, etc. Provides logistical support for politically sensitive and high-visibility programs and events, including programs and events involving the Town Council; serves as escalation point for resolving customer services issues/inquiries; ensures follow up communication and quality assurance. Prepares accounts payables and travel reimbursements for the Town Clerk's approval; utilize the departmental procurement card for approved expenditures and submits appropriate receipt and documentation in accordance with Town policy. Assist with departmental related contracts
preparation, routing, and tracking. Creates requisitions for equipment, services, and goods requiring purchase orders; assist the Town Clerk in compiling departmental financial data and creates reports as requested. Serve as back-up to the Public Records Coordinator in processing public records requests; tracking post meeting materials including, annexations, resolutions, ordinances, contracts, proclamations, oaths, easements, deeds. Serve as back-up to the Deputy Town Clerk related to council meeting agenda preparation, legislative item review, and special project coordination. Researches and prepares a variety of department specific records and reports; maintains a variety of spreadsheets and databases in support of departmental programs; completes studies and programmatic reports; Compiles data for special projects and various reports. Performs complex and executive administrative support functions by designing and writing correspondences, communicating (via telephone, face-to-face, and/or in writing) with vendors, constituents, and key individuals; and representing and/or executing certain administrative actions on behalf of the Town Clerk or Elected Official as designated, including processing travel and mail. Responds to public inquiries regarding Council actions, research issues, and reports trends in public opinion obtained through public contact. Provides North Carolina Notary Public services to internal and external stakeholders. Works collaboratively with executive staff, department heads and other staff as directed. Work requires a high degree of confidentiality and discretion in a sensitive public environment. Performs related tasks as required by the Town Clerk. What You'll Need (Minimum Must-Haves): Graduation from an accredited college or university with an Associate's Degree in business, office administrative or related field and three (3) years of senior executive administrative level work experience including program coordination, fiscal management, and records management; or graduation from high school and five (5) or more years of advanced administrative support experience; or any equivalent combination of education and experience, which provides the required knowledge and abilities necessary in this position. Candidate must possess strong attention to detail, organizational and advanced writing skills, and critical thinking. Considerable knowledge of Microsoft applications, including Word, Excel, Outlook, and PowerPoint will be required. With Considerable knowledge of office practices and procedures. Considerable knowledge and ability to use correct grammar, vocabulary, and spelling. Considerable knowledge of office automation equipment and software including word processing, data base management, presentation software, and spreadsheets. Ability to communicate effectively in person and by telephone. Ability to gather and give basic information and instructions based on inquiries. Ability to be tactful and courteous. Ability to gather and compile materials from a variety of sources. Ability to operate any office machines required by the position such as computer, typewriter, calculator, fax, copier, or other equipment. Ability to enter data, key, or type at the speed required by the department. Ability to use judgment in organizing and establishing formats. Ability to record information and balance figures. Ability to compile information based on general instructions. Ability to arrange and organize records, reports and files into a proper sequence
About This Position: Expected Hiring Range: $54,932.80 - $67,288.00 Work Location: Apex Town Hall, 73 Hunter Street Schedule: Monday - Friday, 8am-5pm Posting Closing Date: 11:59 pm on 08/25/25 Are you an adept professional who is energetic and thrives in a fast-paced environment? Do you desire to work with a close-knit, progressive team that connects residents to their local government? Are you a self-starter, dedicated public servant, with exceptional customer service and communication skills? If you're passionate about community, driven to make a difference, and ready to be part of something purposeful, then look no further because the Legislative Assistant position is just for you! Who We Are: Known as "The Peak of Good Living, the Town of Apex is a rapidly growing Wake County municipality with a current population of over 75,000 and was ranked in the past as Money Magazine's Best Place to Live in America! Our current workforce is comprised of over 670 full-time employees and over 125 part-time/seasonal staff. Our Human Resources Department - with the support and confidence of Town leadership - is committed to providing best-in-class HR programs for our employees, with a mission to create a culture of empowerment and accountability that maximizes individual and organizational potential. We offer a generous benefits package, and have a highly competitive compensation program. More than that, the Town is an awesome place to work, as evidenced by the 96% job satisfaction rating received in the last employee opinion survey conducted with our employees. What You Will Be Doing (Description): The Legislative Assistant is responsible for coordinating the Town's Resident Advisory Board programs, coordinating special programs and events for the department, communicating with the public on a variety of topics, attending and transcribing public meetings, and responding to time sensitive matters to ensure exceptional customer service to all internal and external stakeholders. The Legislative Assistant is also responsible for providing advanced and extensive executive level administrative support to the Town Clerk and the Town Clerk's Office in coordinating routine administrative functions for the department. The incumbent in this position must be familiar with Town operations, related outside agencies, and with individual Councilmember priorities and views on current issues. A familiarity of the political landscape, current topics/issues, and self-awareness of the ramifications of his/her actions will be critical in this role. The Legislative Assistant will be the initial point of contact for the department, providing triage on a wide variety of items, and consistently providing exceptional service will be required. The incumbent must utilize diplomacy in dealing with elected officials, Town Senior Executive Leadership, the public, and agency partners. About The Town Clerk's Office: In accordance with the Town's Charter, the Town Manager, Town Attorney, and the Town Clerk all are appointed by and serve at the pleasure of the Mayor and Town Council. The Town Clerk's Office is devoted to supporting the strategic direction and leadership of the Town organization and facilitate open, accessible, and transparent government. The department is comprised of four (4) full-time employees, all reporting directly to the Town Clerk, with five key function areas including: Records Management and Maintenance, Advisory Boards and Commission Administration, Government Relations and Strategy, Constituent Relations, and Executive Support. The departmental mission is accomplished by providing professional support and exceptional service to the Mayor, Town Council, Staff, and Residents, while promoting transparency, encouraging resident engagement, monitoring local legislative activities, and respecting the historical value of all materials entrusted to the office as the official custodian of the public's records. A Sample Of The Essentials (Duties & Tasks): Coordinates the Town's Resident Advisory Board programs including the recruitment, selection, appointment, meeting, and training processes to support successful Advisory Board functions; Publicizes Advisory Board vacancies, provides public notification of official meetings; compiles meeting agendas, transcribes meeting minutes, disseminates information to relevant internal and external stakeholders in accordance with established policies and procedures. Responsible for indexing and reconciling all Resident Advisory Board agendas, meeting minutes and coordinating follow-up of any post meeting action items; Assist the Town Clerk in maintaining associated web meeting calendars for the department; responsible for posting public meeting notices and coordinating legal advertisements within the timeframes required by the State Statute. Monitor online request submissions for special recognition; prepare and draft ceremonial letters of honor, proclamations, resolutions of support, and other letters of significance as requested by the Town Clerk. Serve as the transciptionist for designated Council Committees including the distribution of meeting materials, development of official meeting minutes, and providing other administrative support during the meetings. Coordinate all official public meeting logistics including room reservation, livestreaming/audio recording processes in concert with the Information Technology (IT) Department, facilitate the meeting room setup including the arrangement of tables, chairs, podium, materials, etc.; food and beverage details; applicable name tents, etc. as outlined by departmental practices. Coordinate departmental presence at Community Events including logistical support, promotion item selection, outreach materials and information, schedules, etc. Provides logistical support for politically sensitive and high-visibility programs and events, including programs and events involving the Town Council; serves as escalation point for resolving customer services issues/inquiries; ensures follow up communication and quality assurance. Prepares accounts payables and travel reimbursements for the Town Clerk's approval; utilize the departmental procurement card for approved expenditures and submits appropriate receipt and documentation in accordance with Town policy. Assist with departmental related contracts
preparation, routing, and tracking. Creates requisitions for equipment, services, and goods requiring purchase orders; assist the Town Clerk in compiling departmental financial data and creates reports as requested. Serve as back-up to the Public Records Coordinator in processing public records requests; tracking post meeting materials including, annexations, resolutions, ordinances, contracts, proclamations, oaths, easements, deeds. Serve as back-up to the Deputy Town Clerk related to council meeting agenda preparation, legislative item review, and special project coordination. Researches and prepares a variety of department specific records and reports; maintains a variety of spreadsheets and databases in support of departmental programs; completes studies and programmatic reports; Compiles data for special projects and various reports. Performs complex and executive administrative support functions by designing and writing correspondences, communicating (via telephone, face-to-face, and/or in writing) with vendors, constituents, and key individuals; and representing and/or executing certain administrative actions on behalf of the Town Clerk or Elected Official as designated, including processing travel and mail. Responds to public inquiries regarding Council actions, research issues, and reports trends in public opinion obtained through public contact. Provides North Carolina Notary Public services to internal and external stakeholders. Works collaboratively with executive staff, department heads and other staff as directed. Work requires a high degree of confidentiality and discretion in a sensitive public environment. Performs related tasks as required by the Town Clerk. What You'll Need (Minimum Must-Haves): Graduation from an accredited college or university with an Associate's Degree in business, office administrative or related field and three (3) years of senior executive administrative level work experience including program coordination, fiscal management, and records management; or graduation from high school and five (5) or more years of advanced administrative support experience; or any equivalent combination of education and experience, which provides the required knowledge and abilities necessary in this position. Candidate must possess strong attention to detail, organizational and advanced writing skills, and critical thinking. Considerable knowledge of Microsoft applications, including Word, Excel, Outlook, and PowerPoint will be required. With Considerable knowledge of office practices and procedures. Considerable knowledge and ability to use correct grammar, vocabulary, and spelling. Considerable knowledge of office automation equipment and software including word processing, data base management, presentation software, and spreadsheets. Ability to communicate effectively in person and by telephone. Ability to gather and give basic information and instructions based on inquiries. Ability to be tactful and courteous. Ability to gather and compile materials from a variety of sources. Ability to operate any office machines required by the position such as computer, typewriter, calculator, fax, copier, or other equipment. Ability to enter data, key, or type at the speed required by the department. Ability to use judgment in organizing and establishing formats. Ability to record information and balance figures. Ability to compile information based on general instructions. Ability to arrange and organize records, reports and files into a proper sequence