Assistant City Clerk

Under general direction of the City Clerk, independently performs a full range and variety of office support and advanced clerical duties and activities of a general and specialized nature for the City's Clerk's Office.  Additionally, this role serves as the City Records Clerk, which has responsibility for the maintenance and protection of permanent official municipal documents in accordance with state laws and regulations

ESSENTIAL FUNCTIONS

• Assists the City Clerk in managing the day-to-day functions of the City Clerk's Office by performing a wide variety of complex, responsible and confidential duties, as well as administrative and clerical tasks.
• Performs City Clerk duties in his/her absence as designated by the City Clerk, City Manager, and/or City Council.
• Maintains and organizes official city records per the City's retention policy. Manages digital and physical files, oversees offsite storage, and generates retention reports for department review.
• Assists with Open Records Requests (ORR) in compliance with Georgia's Open Records Act. Coordinates with other departments to gather and verify documents, communicates effectively with requesters and stakeholders, and ensures timely, lawful responses.
• Assists in the coordination and preparation of the City Council meeting agenda, including organizing agenda items, reviewing staff reports, and coordinating with Department Directors to input and approve agenda items.
• Assists with General Municipal Elections and Runoffs, handling pre- and post-election tasks.
• Assists with submissions of legal advertisements, reviews proofs, and submits payments to the appropriate legal organ.
• Proactively research best practices from other municipalities or organizations.
• Utilizes various computer applications and software; inputs, receives, and references various computer data management systems.
• Composes, edits, and prepares correspondence, memoranda, requisitions, reports, and other departmental documents; takes minutes at Commission Meetings; transcribes minutes from various City authorized meetings.
• Answers the phone; greets and assists visitors; prepares correspondence, and gathers information needed for reports; responds to citizen questions/requests.
• Updates and maintains specialized filing systems; prepares, schedules, and distributes the agenda for Commission Meetings.
• Index, process, copy, distribute, file, and certify copies of ordinances, resolutions, official minutes, and other public records; assist in the maintenance and updating of Municipal Code books.
• Coordinates special projects as directed by the City Clerk; assists in coordinating elections.
• Responds to telephone, electronic and in-person inquiries; greets the general public and city officials; answers various inquiries, including public records; provides information on departmental services.
• Provides administrative services to boards or committees as assigned by the City Clerk.
• Assists in managing and coordinating organization-wide record retention efforts, including ensuring adherence to legal requirements for maintaining, disposing, archiving or release of public records.
• Coordinates public notices and legal advertising as needed.

ADDITIONAL JOB FUNCTIONS

• Other duties as assigned

• Associate's degree from an accredited college or university with major course work in business or public administration, political science, communications, or a related field.
• Three (3) years of progressively responsible administrative or executive office experience preferably in an area related to the department's function.
• Possession of, or ability to obtain, a Georgia Commission as a Notary Public within six months of employment.
• Certification as a Georgia Certified Municipal Clerk from Carl Vinson Institute of Government or ability to obtain within four (4) years.
• Willingness to become qualified to support municipal elections.
• Posses (or be able to obtain within 30 days of hire) and maintain a valid driver's license.
• Experience working in local government is preferred but not required
• Experience using GovQA and Granicus preferred.
• Understanding and experience with modern office practices, particularly with file organization and file retention.
• Principles and practices of electronic and manual records and archival management and systems analysis and implementation.
• Ability to develop and maintain effective relationships with others; relates well to people from varied backgrounds and in different situations; shows understanding, courtesy, tact, empathy, concern, and politeness.
• Ability to write and speak effectively, using conventions proper to the situation; ability to state own opinions clearly and concisely and demonstrate openness and honesty; Ability to listen well during meetings and feedback sessions and explain reasoning behind own opinions; ability to exercise a professional approach with others using all appropriate tools of communication; uses consideration and tact when offering opinions
• Experience working cooperatively with others, inside and outside the organization, to accomplish objectives to build and maintain mutually beneficial partnerships, leverage information, and achieve results.
• Experience exercising good judgment by making sound and well-informed decisions; ability to perceive the impact and implications of decisions; ability to make effective and timely decisions, even when data are limited, or solutions produce unpleasant consequences.