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LSE Transcriptionist and Administrative Coordinator Town of Apex, NC

•3.0 Apex, NC Job Details Temporary | Part-time | Seasonal | Full-time $20

•$24 an hour 13 hours ago Qualifications Employee relationship building Administrative experience Full Job Description

TOWN OF APEX

invites applications for the position of: Temporary/LSE Transcriptionist and Administrative Coordinator

•Town Clerk's Office About this position:

Hiring Range:

$20/$24 Hourly

•Negotiable Based on

Experience Work Location:

Apex Town Hall, 73

Hunter Street Schedule:

Flexible. Selected candidate will work 20 hours per week or less than 1,000 per year and during traditional office hours of Monday

•Friday, 8:00 AM

•5:00 PM. This position will primarily be in-person with occasional flexibility to work remotely, as authorized by the Town Clerk.

Expected End Date:

June 30, 2027

•possibly extended depending on funding availability

Posting Closing Date :

September 26, 2026 at 5pm What you will be doing (DESCRIPTION): Are you exceptionally detail-oriented? Do you have an ear for accuracy, strong writing and proofreading skills, and the patience to carefully work through recorded meetings and official documents? The Town of Apex is seeking a part-time Transcriptionist / Administrative Coordinator to join the Town Clerk's Office. The primary responsibility of this position is the preparation of accurate verbatim transcripts and meeting minutes from audio and video recordings of Town Council and Resident Advisory Board meetings. This position will also support the Town Clerk's Office with scanning, document digitization, electronic records organization, and other records management projects. Depending on operational needs, the employee may occasionally provide backup assistance with public records coordination, Resident Advisory Board administration, and other administrative functions of the Town Clerk's Office. This is an excellent opportunity for someone who enjoys focused, independent work and takes pride in producing an accurate and professional final product that becomes part of the Town's permanent governmental record. Because much of the work is deadline-driven, the successful candidate must also be dependable and comfortable managing assignments independently while maintaining a high standard of quality. 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 facilitating open, accessible, and transparent government. The department is comprised of four (4) full-time employees, all reporting to the Town Clerk, with five key functional areas: 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): Meeting Transcription and Minutes

•Primary Responsibility A significant majority of this position will involve transcription and preparation of official meeting records.

Responsibilities may include:

Listen to recordings of Town Council, Council Work Session, Resident Advisory Board, and other public meetings and prepare accurate verbatim transcripts and/or detailed meeting minutes. Use available transcription and meeting-management technology to support the preparation of meeting records, including reviewing and correcting draft or automated transcripts for speaker identification, accuracy, grammar, punctuation, terminology, and completeness. Accurately distinguish between multiple speakers and document motions, votes, presentations, discussions, and other meeting proceedings. Review agendas, presentations, supporting materials, and other available records to verify names, terminology, motions, technical references, and other information contained in meeting transcripts or minutes. Proofread, edit, format, and finalize transcripts and minutes in accordance with established Town Clerk's Office standards for accuracy, consistency, grammar, punctuation, and completeness. Produce accurate transcription work at a pace sufficient to meet established deadlines while managing multiple meeting assignments or projects simultaneously. Exercise sound judgment, confidentiality, and discretion when working with sensitive, confidential, or legally protected information. Records Management and Digitization The position will also assist with records management projects, including: Scan and digitize historical and current Town records for long-term electronic preservation, accessibility, and retrieval. Review digitized records for image quality, completeness, readability, orientation, and other quality-control standards. Organize, name, classify, index, and file electronic records in accordance with established Town Clerk's Office and records management standards. Assist with preparing records for electronic conversion, including sorting, organizing, removing fasteners, identifying document groupings, and performing other document-preparation tasks. Assist with the organization, digitization, indexing, and maintenance of Apex Cemetery records, including burial, lot, ownership, interment, and other related historical records. Assist with reviewing and reconciling cemetery records across paper and electronic sources to identify missing, incomplete, inconsistent, or duplicate information and improve the accuracy and accessibility of the Town's cemetery records. Assist with maintaining accurate and searchable electronic records and identifying missing, incomplete, or improperly indexed documents. Support records retention, disposition, filing, and other records management initiatives in accordance with applicable policies and retention requirements. Administrative and Executive Support As workload and operational needs permit, the position may also: Provide backup assistance with the Town's public records coordination function, including organizing responsive records, tracking requests, assisting with records research, and supporting related administrative tasks. Provide backup administrative support for Resident Advisory Boards and commissions, including meeting preparation, records organization, member information, and related coordination. Assist with agendas, meeting materials, correspondence, research, document preparation, records organization, and other Town Clerk's Office projects. Provide general administrative support and customer service as needed. Assist with special projects and other duties that support the effective operation of the Town Clerk's Office. Public records coordination and Resident Advisory Board administration are intended as secondary and backup responsibilities rather than the primary focus of this position. Work requires a high degree of confidentiality and discretion in a sensitive public environment.

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 70,000 and was ranked in 2015 as Money Magazine's Best Place to Live in America. Our current workforce is comprised of over 680 full-time employees and over 125 part-time/seasonal staff. Apex is set apart from other nearby communities by its authentic, endearing character. Being a great place to live, work, grow, and relish life, doesn't just happen by accident. It takes a commitment and vision by our employees to create an environment that's so beloved by those who call it home. Though Apex signifies the highest point on the old Chatham Railroad line, today the name describes the highest quality of life to be found anywhere. Join our team and discover what The Peak of Good Living means to those who work here! What You'll Need (Minimum Qualifications) Graduation from high school or equivalent, supplemented by coursework, training, or experience in transcription, office administration, records management, legal support, business administration, or a related field; and at least two (2) years of progressively responsible experience in administrative support, transcription, records management, legal support, meeting minutes preparation, or a related field; OR At least two (2) years of progressively responsible experience in administrative support, transcription, records management, legal support, meeting minutes preparation, or a related field; OR Any equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities necessary to successfully perform the duties of the position. Knowledge, Skills and Abilities The successful candidate should possess: Exceptional attention to detail, accuracy, organization, and quality control. Excellent listening, proofreading, grammar, punctuation, spelling, and written communication skills. Ability to accurately and efficiently transcribe recorded meetings involving multiple speakers, varying audio quality, overlapping discussion, acronyms, names, technical terminology, and other complexities common to public meetings. Ability to review, interpret, and organize detailed information from meeting recordings, agendas, presentations, records, and other source materials. Strong computer proficiency and ability to effectively use Microsoft Office applications, Adobe Acrobat, transcription technology, electronic records systems, and other software necessary to perform assigned duties. Ability to learn and effectively use specialized systems such as Municode, Legistar/Granicus OneMeeting, American Legal, and other agenda, records management, or transcription platforms. Ability to work independently, take initiative, manage changing priorities, and consistently complete multiple assignments within established deadlines. Strong analytical and problem-solving skills, including the ability to identify inconsistencies, gather relevant information, verify facts, and determine appropriate next steps. Ability to prepare accurate, professional, and well-organized documents and records. Ability to establish and maintain effective working relationships with Town employees, elected officials, advisory board members, members of the public, and third-party vendors. Ability to exercise sound judgment, professionalism, confidentiality, and discretion when handling sensitive information and working in a public-sector environment. Preferred Qualifications In addition to the minimum qualifications above, preference may be given to candidates with one or more of the following: Associate's Degree in business administration, office administration, legal studies, paralegal studies, records and information management, public administration, or a related field. Relevant coursework may include business communications, English composition, legal terminology, transcription, records management, office technology, document preparation, or information management. Professional transcription experience, particularly preparing verbatim transcripts or official meeting minutes. Experience transcribing government, legal, court, legislative, board, commission, or other formal proceedings. Experience using audio/video transcription technology, digital meeting recordings, or automated transcription tools. Experience with electronic records management, document imaging, scanning, digitization, indexing, or records quality-control projects. Experience working with public records, governmental records, legal records, or other sensitive or confidential information. Familiarity with local government terminology, parliamentary procedure, public meetings, or governmental processes. Previous municipal, county, state, legal, court, or other public-sector experience. Familiarity with agenda management, records management, public records, or meeting-management software. The Right Fit This position may be especially well suited for someone who enjoys working behind the scenes and finds satisfaction in getting the details exactly right. The successful candidate will understand that official government records require more than simply typing quickly — they require careful listening, sound judgment, consistency, patience, accuracy, and a commitment to preserving the public record

Special Requirements:

May be required to work some evening or weekend hours if a situation emerges outside of traditional town operating hours of Monday-Friday, 8 am to 5 pm.

Keep in mind:

Providing a safe work environment for our employees is a top priority, therefore all new hires must successfully complete a pre-employment drug test, background check, and motor vehicle check. Some positions may also require fingerprint screening. The Town of Apex provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to age, sex, race, color, religion, national origin, disability, political affiliation or marital status, veteran status, or genetic information.