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Legislative Transcriber #2410-5529-01

Official Record Transcription and Management

Date Opened
Thursday, October 17, 2024 12:01 AM
Close Date
Sunday, November 17, 2024 11:59 PM
Section
Board of Alders Legislative Services
Salary
  • Within Local 3144 Range 6: $51,708 - $81,907 annualized
Employment Type
  • Full-Time
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Introduction

The Board of Alders is seeking a highly detail-oriented and skilled Legislative Transcriber to join our team. This position plays a critical role in ensuring the accuracy and completeness of official meeting records, utilizing modern transcription software, digital tools, and word processing technology. The successful candidate will be responsible for transcribing, editing, and managing verbatim records of meetings, maintaining digital archives, and supporting various administrative functions. If you have strong organizational skills, a keen eye for detail, and the ability to work under tight deadlines, we encourage you to apply.

PRIMARY FUNCTIONS

This is highly responsible work which involves the transcription of Board of Alder meetings utilizing a transcription machine, digital transcription software, and word processing tools, and other modern office technologies. The role includes editing verbatim transcripts, managing digital files; data entry, and performing varied clerical and administrative duties.

The nature of work performed requires a high degree of accuracy since the finished product becomes the official aldermanic record. Strict deadlines and time-sensitive schedules demand the ability to transcribe, edit, and perform data entry efficiently. The role also requires digital fluency in document management, cloud-based platforms, and collaborative tools to ensure seamless communication and record-keeping.

TYPICAL DUTIES AND RESPONSIBILITIES

  • Operates digital transcription software and equipment in order to transcribe verbatim proceedings of meetings and hearings of the Board of Alders; prepares final drafts; edits; proofreads, and types in final form using word processing and digital editing tools.
  • Maintains an updated list of pending legislative matters using data entry tools.
  • Maintains and updates a digital archive of meeting records, transcripts, and legislative documents, ensuring easy retrieval and compliance with data retention policies.
  • Attends bi-monthly and special Board of Alder meetings which are held during evening hours.
  • Attends occasional evening committee meetings of the Board of Alders.
  • Coordinates with Board members, legal staff, and other departments to verify information, clarify statements, and ensure accuracy in the official record.
  • Performs data entry and manages updates to an electronic database of pending legislative matters and actions, using specialized software or content management systems.
  • Assists in preparing meeting agendas, summaries, and other relevant documents for distribution to Board members and the public.
  • Utilizes collaborative tools and communication platforms (e.g., Microsoft Teams, Zoom) for virtual meetings and remote work when required.
  • Manages digital workflows, including file conversion, formatting, and secure electronic distribution of transcripts and official records.
  • Implements quality control procedures to ensure transcripts are free of errors and meet established standards for legal and public records.
  • Supports the Director of Legislative Services in special projects, including research, document preparation, and communication with stakeholders.
  • Performs related administrative duties as required, such as scheduling meetings, managing calendars, and responding to public inquiries.
  • Performs related work as required

EDUCATION, QUALIFICATIONS & EXPERIENCE

Graduation from high school, supplemented by college level courses in English grammar, business administration, communication, political science, or related fields; 3 to 5 years responsible clerical /administrative experience; or any equivalent combination of training and experience which provides the below knowledge, abilities, and skills. Understanding of legislative procedures and terminology is helpful, or the ability to quickly acquire this knowledge through on-the-job experience.

KNOWLEDGE, EXPERIENCE, SKILLS & ABILITIES

  • Considerable knowledge of modern office practices, procedures, equipment, and software, including digital transcription tools, word processing, and content management systems.
  • Considerable knowledge of English language, spelling, grammar, and punctuation.
  • Skill and accuracy in typing.
  • Exceptional attention to detail with the ability to proofread and edit documents with a high degree of accuracy.
  • Ability to operate or learn to operate transcription software, digital recording equipment, and data entry tools with the ability to adapt to new technology quickly.
  • Proficiency in using standard office equipment such as copiers, scanners, telephones, and fax machines.
  • Ability to maintain records and to prepare accurate reports.
  • Strong ability to manage multiple tasks, prioritize work, and meet strict deadlines in a fast-paced environment.
  • Ability to handle sensitive information with discretion and maintain confidentiality of official records and proceedings.
  • Ability to communicate effectively, both verbally and in writing, and establish positive working relationships with colleagues, board members, and the public.
  • Demonstrated ability to work effectively and sensitively in a diverse community, recognizing and respecting cultural differences, and fostering an inclusive environment.

NECESSARY SPECIAL REQUIREMENTS

  • As noted in Typical Duties and Responsibilities, this role requires attendance at evening meetings, in support of the Board of Alders schedule.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

This is a General Fund, "Tested" position.

This position is included in a collective bargaining agreement with Local 3144, American Federation of State, County and Municipal Employees.

Bargaining agreements available to review HERE.

General Funded hires into this class are not covered by Social Security and will not pay Social Security taxes. They instead participate in the City Pension; the employee contribution rate is 10% of pay.

Employment is contingent upon the successful completion of: (1) a pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening accordance with the City’s Drug Free Workplace Policy*, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment.

Pursuant to the Federal Drug Free Workplace Act of 1988, The City of New Haven has a adopted a Drug Free Workplace Policy. The City of New Haven requires a pre-employment drug test, which includes screening for marijuana.

Selection Plan

Applicants must demonstrate that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification. Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date.

It is critical that you complete the application thoroughly and submit information as outlined above, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process. This information may be used to determine the eligibility list. As such, this job announcement should be considered the exam announcement, and submissions may be evaluated and scored prior to the posted closing date.

Information regarding the employment and selection process can be found HERE.

Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam/junk folders, for correspondence from the New Haven Human Resources Department.

We reserve the right to extend an application deadline or close a job posting early to ensure we can attract and identify the best candidate(s) for a position.

Conclusion

To apply for this opportunity:
  • Complete your User Registration. You are encouraged to save your Applicant Profile for future use.
  • You MUST click on the job posting you are interested in, and click Apply or Apply Online from within that posting.
  • MAKE SURE the job you are applying for is named at the top of the page as you review your application!
  • Review or modify your application for that position
  • Click "Ready to Send App" or the "Send" tab; read page and click the attestation
  • Click "Send to City of New Haven"
  • You will be redirected to "CONFIRMATION OF EMPLOYMENT APPLICATION SUBMISSION"
  • You will also receive an email and text, if a number was provided, confirming your submission

  • If you do not receive this confirmation in the next 24 hours, your application has not been submitted - please contact us at NHJobs@newhavenct.gov

Please Note, your Profile is NOT an application for an open position. After you create your Applicant Profile, you must still click on a Job Title and complete the application as instructed for each position.