City Clerk

JOB SUMMARY:

This is a highly responsible administrative position engaged in the maintenance of City records and documents, providing support for the City Council and the City Administrator, and representing the City

ESSENTIAL JOB FUNCTIONS: (All responsibilities may not be performed by all incumbents.) · Acts as the custodian of the City seal and affixes its impression on documents whenever required. · Attends all meetings of the City Council; keeps correct and full minutes of the proceedings of City Council together with all ordinances and resolutions passed by it, in a properly indexed book or register kept for that purpose. · Receives all applications or petitions made to the City and places them before the Mayor and City Council at the meeting of Council. · Serves as primary Point of Contact to City Council for notices, meetings, etc. · Maintains records and performs research for city property, Right of way, easements, etc. · Preserves the records and documents belonging to the City which are not assigned to the custody of some other office, including vehicle records, titles, and insurance, and maintains a proper index to all such records and documents so that ready access thereto and use thereof may be had. · Sees to the publication of all notices, ordinances, or other documents required by law to be published; attends public hearings and conducts public hearings when necessary. · Serves as Local Administered Projects (LAP) supervisor for projects using Georgia Department of Transportation funding. · Schedules training and certification courses and travel and accommodations for elected officials, city administrator, and select employees. · Responsible for maintenance and cleaning of city Depot building. · Perform duties related to maintaining and updating city social media platforms. · Prepares reports and maintains records for federal grant programs such as CDBG and EIP grants. · Supervises the city receptionist. · Responds to citizen requests for information. · Maintains various departmental records such as program activity, inventory, etc.; conducts studies and prepares reports evaluating program effectiveness and/or assessing current services for strategic planning. · Serves as qualifying officer for city elections and coordinates elections with McDuffie County Elections Superintendent; receives disclosure reports, reports to ethics commission, and swears in candidates for city election purposes. · Serves as open records request manager and record keeper. · Manage city cellular telephone account with service provider (currently Verizon). · Performs other duties as required KNOWLEDGE, SKILLS, AND ABILITIES: · Knowledge of standard policies, procedures, programs and services in municipal government. · Knowledge of administrative functions of a municipality. · Knowledge of state laws, practices and procedures relating to public records and public meetings in local government. · Knowledge of modem office practices, equipment, methods and procedures. · Knowledge of parliamentary procedures in Robert's Rules of Order. · Skill in effectively communicating, both orally and in writing. · Skill in establishing and maintaining effective working relationships with elected officials, co-workers, City employees, the general public, business and community leaders. · Skill in managing competing priorities on multiple projects. · Skill in recording and transcribing minutes of public meetings. · Ability to plan, direct and supervise the work of subordinate personnel. · Ability to comprehend, interpret and explain adopted codes, ordinances and policies that relate to City operations and programs. · Ability to research and analyze detailed information, records and statistical data. · Ability to prepare clear, concise and accurate documents. · Ability to manage stressful situations. SUPERVISORY CONTROLS: The City Administrator assigns work in terms of departmental goals and objectives. The supervisor reviews work through conferences, reports, and observation of activities SCOPE AND EFFECT: The work consists of maintaining city records and providing administrative support to the elected officials and city administrator. Dealing with the public and the variety of responsibilities of the job contribute to the complexity of the work.

PHYSICAL DEMANDS AND WORK ENVIRONMENT: Work is typically performed sitting at a desk or table with intermittent standing, stooping, bending, reaching or walking required. Sitting for long periods required; talking and hearing required; close vision, distance vision, peripheral vision, and depth perception required. Employee occasionally lifts light and heavy objects. The noise level in the work environment is usually low. Work is typically performed in an office environment.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY: This position has direct supervision over the city receptionist MINIMUM QUALIFICATIONS REQUIRED: · Bachelor's degree in Business Administration, Public Administration, Office Management or a related field with 3 (three) years of experience in public administration, administrative support or government operations is preferred; or · Associate's degree in Business Administration, Public Administration, Office Management or a related field with 5 (five) years of public administration, administrative support or government operations is preferred with administrative/executive secretary experience involving all phases of office administration or · High School Diploma or GED and 7 years of public administration, administrative support or government operations is preferred with administrative/executive secretary experience involving all phases of office administration · Experience dealing with the public or working with a government agency is a plus · Notary public required or ability to obtain within 60 days. · Must hold or complete requirements and obtain Municipal Clerk Certification within 2 years.