Town Clerk at Town of Vienna – Vienna, Virginia

Town Clerk Hiring Range: $87,000 - $125,000

Join our Vienna Team! The Town of Vienna, a vibrant community in Fairfax County located just 15 miles west of Washington, DC, is seeking a qualified, detail-oriented, and service-driven professional to serve as Town Clerk. Appointed by and reporting directly to the Town Council, the Town Clerk plays a key role in supporting transparent, accessible governance. This position is responsible for maintaining official records, preparing agendas and meeting minutes and ensuring the smooth operation of our local government. Regular attendance at evening Town Council and public meetings is required.

The ideal candidate will have strong organizational, communication, and public service skills, along with a solid understanding of local government procedures. An associate’s degree or equivalent coursework/training in office management or a related field is required.

GENERAL DESCRIPTION:
The Town Clerk is appointed by and serves at the direction of the Town Council, functioning as and is one of three direct employees of the Town of Viena Council. Aligned with the Council’s vision of delivering exceptional governance and public engagement, the Town Clerk plays a vital role in promoting transparency, accessibility, and citizen participation in local government. This position serves as a key liaison between the Town Council and the community, providing responsive support to both. The Clerk is also responsible for preserving the official records and legislative history of the Town, ensuring the continuity and integrity of its governing processes.

The Town Clerk is a Charter Officer under the Charter for the Town of Vienna, is appointed annually by the Vienna Town Council and serves and holds office at the pleasure of the Town Council.

Work Schedule:
Monday through Friday 8:00 AM - 4:30 PM
Attend all Council Meetings (Approximately 2X a month in the evenings)


This is an Exempt Position
The functions listed below are those that represent the majority of the time spent working in this position.

• Maintain official records of the Town in accordance with the Library of Virginia guidelines, including compliance records management and retention schedules.
• Serve as Clerk to the Town Council, attending all Council meetings (primarily at night), preparing agendas using appropriate software, recording and publishing official minutes, and ensuring proper documentation of adopted legislation, ordinances, and resolutions.
• Reviews the work of Deputy Town Clerk for completeness and accuracy; evaluates performance and makes recommendations for improvement; offers training, advice and assistance as needed.
• Ensure all public meetings, including those of Council, Boards and Commissions, are posted and conducted in compliance with the Freedom of Information Act (FOIA) and Virginia Open Meeting Law.
• Prepare and publish legal advertisements for public hearings, Intent to Adopts and Notice of Adoptions for Council.
• Prepare, finalize and distribute legislation passed by Council and updates the Town Code through coordination with the codification company.
• Serves as the Freedom of Information Act (FOIA) officer for the Town (excluding the Police Department), responding to requests and ensuring compliance.
• Maintain and manage the Town Council shared calendar and distribute calendar invites to council for Council events and meetings.
• Prepare and manage the budget of Town Council, Town Clerk, Boards and Commissions.
• Provide Council regular updates of pending board/commission vacancies, lists vacancies in town newsletter, receives applications and schedules interviews for new applicants and re-appointments.
• Maintain database and contact lists for Boards and Commissions, track attendance, notify members of term expirations, and coordinate appointments and reappointments with Council.
• Maintain ordinances and resolutions adopted by Council.
• Support and oversee Board and Commission clerks to ensure meeting dates and times, as well as meeting minutes, are posted as required by state code and meeting summaries are prepared for Council in a timely manner.
• Provide Board clerks with guidance regarding Open meeting law and parliamentary procedure including Roberts’ Rules of order.
• Maintain custody and exclusive use of the Town Seal.
• Notarize documents for Mayor, Town Staff, and the general public, as appropriate.
• Update Town of Vienna website as needed
• Maintain annual filing of Statement of Economic Interest and Real Estate Disclosures, maintain records and provide documentation to auditors.
• Provide administrative support to the Mayor and Councilmembers, including registration for annual VML conference and Legislative events.
• Prepare correspondence, proclamations, certificates of appreciation and informational materials such as new Councilmember binders.
• Participates in the Virginia Municipal Clerk Association (VMCA) and the International Institute of Municipal Clerks (IIMC) by attending conferences and on-going training/education programs.
• Administers Oaths of Office

Requires an associate’s degree or specialized courses/training with the International Institute of Municipal Clerks, or the equivalent to satisfactory completion of two years of college in Office Management, or closely related area.

Requires three or more years full-time executive administrative assistant, administrative assistant, office manager, or closely related experience.

Municipal Experience preferred.

Microsoft Office Experience preferred.
Americans with Disabilities Act Compliance

The Town of Vienna is an Equal Opportunity Employer. ADA requires the Town of Vienna to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.