Administrative Specialist – Boards & Commissions & Wellness

The City of Raleigh is seeking a dedicated Administrative Specialist to join our Planning and Development department. We are looking for someone who takes pride in creating order, strengthening collaboration, and helping operations run seamlessly. In this role, you’ll coordinate board and committee meetings, assist with HR and wellness initiatives, and partner with staff and leadership to keep departmental processes efficient, consistent, and transparent. This position is ideal for someone who enjoys building systems, communicating clearly, and contributing to a positive, team-driven environment where accuracy and accountability matter.

About You:
We are seeking an Administrative Specialist who values organization, clarity, and teamwork, and who thrives in a collaborative environment that prioritizes accuracy, accountability, and consistency across governance and employee support services.

The ideal candidate is detail-oriented, resourceful, and proactive, taking initiative to communicate effectively and create systems that keep operations running efficiently. Skilled at balancing board meeting coordination, HR and wellness support, and daily administrative functions, you bring professionalism, adaptability, and a commitment to excellence to every task.

About Us:
The Business Operations Unit serves as the administrative and operational hub of the Planning and Development Department, partnering across divisions to keep processes running efficiently and consistently. We manage key functions for the department including Boards & Commissions support, Governance, HR and Onboarding, Wellness and Employee Engagement, and Supply and Mail Management.

Our mission is to enhance Planning and Development’s efficiency, visibility, and sustainability through collaboration, documentation, and cross-training, ensuring seamless, high-quality service to both internal teams and the community we serve.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Coordinate, prepare, quality check and distribute agendas, minutes, and documentation for assigned boards and commissions in compliance with open meetings and public records requirements

• Schedule meetings, track attendance, manage rosters, and coordinate logistics for public board meetings

• Serve as the Wellness Liaison for the department, promoting City wellness initiatives, coordinating events, and supporting staff engagement

• Facilitate seamless departmental operations through partnership with staff, leadership, and board members, managing correspondence, scheduling, and documentation with an emphasis on efficiency, clarity, and service excellence

• Participate in cross-training rotations for mail, supplies, and meeting coverage to strengthen team redundancy and coverage

Education and Experience

• Experience supporting public boards, commissions, or council committees
• Experience with eSCRIBE or other electronic agenda/minutes systems
• Knowledge of open meetings and public records laws
• Experience assisting with HR, onboarding, or employee wellness programs
• Proficiency in Microsoft Office Suite, SharePoint, and modern digital collaboration tools

Knowledge of:

• Public meeting coordination and government administrative processes
• Modern office practices, records management, and document control

Skill in:

• Clear communication, proofreading, and document preparation
• Prioritizing multiple assignments and meeting deadlines
• Using Microsoft Office, SharePoint, and digital tracking systems
• Maintain confidentiality and professionalism in handling sensitive information

Ability to:

• Collaborate effectively in a team environment and provide backup coverage
• Learn new systems and adapt to changing priorities

Work Environment and Physical Effort:
Sedentary: Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body.

Work Environment:
Work is typically performed in an office or similar indoor environment.

Work Exposures:
Work in this position does not require frequent environmental exposures. Employees may occasionally be exposed to Individuals who are hostile or irate.

City of Raleigh is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request.