Administrative Assistant

JOB SUMMARY

• Performs variety of administrative and clerical functions in the City Clerk’s Office including the maintenance of City records.  Assists City Clerk and Deputy City Clerk in managing and maintaining the Records Information Management System (Laserfiche), including appropriate control over the protection, retention, redaction, and destruction of records in accordance with legal and operational requirements including maintaining the database of files and utilizing and mastering use of document management and scanning software.  Assists City Clerk in Open Records Requests (ORRs and FOIAs) by researching, reviewing, redacting, and processing all records requests and disseminates records in accordance to the Georgia Open Records Act and mastering use of open records software (JustFOIA).  

ESSENTIAL JOB FUNCTIONS:      

• Assists City Clerk and Deputy City Clerk.
• Performs other related duties as required or assigned.
• Periodically may be asked to provide administrative and clerical support to other department heads, Mayor, City Manager, and City Clerk including scheduling of meetings and appointments under certain circumstances under general direction of City Clerk and City Manager.  
• Assists City Clerk in managing and maintaining the Records Information Management System, including appropriate control over the protection, retention, redaction, and destruction of records in accordance with legal and operational requirements including maintaining the database of files and utilizing and mastering use of document management and scanning software.
• Makes copies of video and audio tapes; distribute copies to requestors; use redaction software i.e. Adobe, collects fees for records, and must understand how to upload documents to Dropbox and/or other cloud-based storage software.
• Maintains current knowledge of laws, codes and regulations pertinent to the functions of the City Clerk’s office including those related to records management, public meetings, and open records.  Will be required to complete training for records management and open records. 

MINIMUM REQUIREMENTS TO PERFORM WORK:

• Two (2) years of study at an accredited college or university;
• Two (2) years of experience performing work related to the described duties; Or equivalent education, and/or experience;

Knowledge, Skills and Abilities:

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, scanning, recording, transcription, designing forms, and other office procedures and terminology.
• Ability to read and understand information and ideas presented in writing.
• Ability to see details at close range (within a few feet of the observer).
• Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• Ability to listen to and understand information and ideas presented through spoken words and sentences.
• Ability to communicate information and ideas in writing so others will understand. effectively operate a variety of modern office equipment including computers, transcription and recording devices, computer equipment and designated software and operating systems;
• Interpret and apply established laws, rules, regulations and codes, prepare complex reports on records, work effectively under pressure and with frequent interruptions, use initiative and exercise independent judgment;
• Deal with confidential information; maintain level of knowledge required for satisfactory job performance; communicate effectively; establish and maintain effective working relationships with department heads, public officials, employees and the general public.
• Desire to strive for excellence in customer service, timely dissemination of information, preservation of records, and upholding integrity and transparency.   

PHYSICAL DEMANDS:

Physical Ability:  Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).  Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements:  Some tasks require the ability to perceive and discriminate sounds, and visual cues or signals.  Some tasks require the ability to communicate orally.

Environmental Factors:  Essential functions are regularly performed without exposure to adverse environmental conditions.

WORK ENVIRONMENT:     

This position works in a relatively safe, secure, and stable work environment