City Clerk

City of Morrow

Job Description

JOB TITLE: City Clerk STATUS/GRADE: Exempt DEPARTMENT: Administration

JOB SUMMARY: Under the general guidance of the Mayor and Council of the City, the incumbent of this appointed position ser1es as the Mayor and Council assistant and maintains all official documents of the City including records, minutes, contracts, easements and law suits, and maintains the official seal of the City. The City Clerk provides administrative, technical, public relations and organizational support to the Mayor; Receives and resolves citizen complaints or refers to the appropriate department as necessary; Maintains the Mayors official calendar and schedule of appointments; Assists in the preparation of ordinances and resolutions, and coordination of all City elections. And oversees the compilation of agenda packets and accomplishes a variety of routine, clerical and administrative work in the administration of City government.

MAJORJESSENTIAL DUTIES:

• Provides confidential support to the Mayor and City Council; attends all official meetings of the City including Council Meetings, agenda meetings, budget meetings, and work sessions and committee meetings as required; takes comprehensive minutes and ensures accurate transcription; provides certifications of minutes and other documents; maintains a comprehensive database indexing of minutes.
• Properly maintains all official City documents including records, minutes, contracts, easements and lawsuits.
• Receives and, wherever possible, resolves citizen complaints (including unusual and/or especially problematic issues) or directs to the appropriate department; provides information to the public regarding Mayor's Office and other City Ser1ices.
• Prepares all of the Mayors correspondence.
• Assists in the preparation of ordinances and resolutions; accumulates and sends revisions of the Municipal Code to the appropriate agency for inclusion in future supplements.
• Maintains all information appearing on the agenda; oversees the compilation of agenda packets.
• Plans and coordinates all City elections; ser1es as liaison with Council-appointed Elections Superintendent; oversees reapportionments in conjunction with Elections Superintendent; ensures completion of all financial disclosure and campaign contribution reports by City officials and those seeking office.
• Oversees redistricting of ward boundary lines to comply with State and U.S. Justice Department regulations.
• Prepares and monitor the budget for the Administration Division, Court Services Division, and the Mayor and Council.
• Disseminates information regarding annexations to the elections office, and all city departments; distributes all newly adopted City ordinances.
• Ensures that contracts entered into by Mayor and Council are appropriately executed and sealed.
• Prepares yearly reports mandated by the Department of Justice under the Voting Rights Act delineating all properties annexed during the preceding year.
• Maintains a professional working relationship with the general public, City Attorneys, other City Clerks, elected officials at all levels of government, department heads, City employees, the City Manager and federal officials.
• Performs other related duties as assigned, necessary or required.

KNOWLEDGE/SKILLS REQUIRED BY THE POSITION:

• Office practices and procedures.
• Modern records management techniques.
• The State of Georgia Open Records Act.
• The State of Georgia Records Retention Schedule.
• The Voting Rights Act and reporting requirements.
• City Ordinances.
• Modem public administration practices, procedures, and techniques.
• The operation of a personal computer and related software.
• Effective supervisory practices, procedures, and techniques.
• The procedures for disseminating and returning absentee ballots.
• The completion requirements for Campaign Contribution Reports.
• The completion requirements for Financial Disclosure Reports.
• Effective verbal and written communication skills.
• Requirements for the certification of documents.
• Knowledge of the City of Morrow Personnel Rules and Regulations
• Ability to operate a personal computer and/or typewriter.
• Ability to operate a variety of taping devices.
• Ability to operate other equipment listed.
• Skill in effectively dealing with the public
• Ability to establish an effective working relationship with the general public, City Attorney, other City Clerks, elected officials at all levels of government, department heads, City employees, the City Manager and federal officials.
• Ability to work under pressure and handle multiple priorities efficiently and effectively.
• Ability to work effectively in a political environment and deal with confidential, sensitive, and/or potentially volatile issues calmly and effectively.
• Ability to receive and maintain privileged information with a high degree of sensitivity and confldentiality.

SUPERVISORY CONTROLS: This position is under direct supervision of the City Manager. The employee m this pos1t1on must take direction from the Mayor and Council as well.

GUIDELINES: This position uses the City Personnel Rules and Regulations, The City Comprehensive Safety & Loss Prevention Control Program, City Charter, City Ordinances, State and Federal Law, The State of Georgia Open Records Act, The State of Georgia Records Retention Schedule, The Voting Rights Act, and other detailed references.

COMPLEXITY: This position requires the ability to learn and understand information from routine to very complex, involving need for extensive research, decisions considering many different sources, and detailed report writing, to complete assignments. They must be able to make responsible judgments and to acquire knowledge on topics related to primary job functions.

SCOPE AND EFFECT: Requires the ability to compare and/or judge the readily observable functional, structural, financial or compositional characteristics, (whether similar to or divergent from obvious standards), of data, people, and/or things.

PERSONAL CONTACTS: Contacts are typically co-workers, employees, local, federal and state officials, attorneys, vendor's, business owners, and the general public.

PURPOSE OF CONTACTS: Requires the ability to deal with people beyond giving and receiving instructions. This position must be able to listen, instruct, direct, and persuade contacts. They must be adaptable to performing in stressful situations when confronted with contingency and/or non-routine situations.

PHYSICAL DEMANDS: This position must be able to work sitting, walking, standing, bending, stooping, pushing, or pulling, for both short and long periods of time. This position must be able to work at a computer, reading and interpreting reports and procedures and be able to talk/listen on the phone or equivalent devices.

WORK ENVIRONMENT: The person serving in this position will typically work in an office environment. However this employee may be required to travel to job sites outdoors including inclement weather situations.

SUPERVISORY RESPONSIBILITIES: This position may have supervisory responsibilities for clerical staff as needed and required.

MINIMUM QUALIFICATIONS:

• Bachelor's Degree in Business Administration, Records Management, Public Administration or related field.
• Three (3) years of progressively responsible experience in the area of municipal government administration.
• Equivalent education, training, and/or experience may be interchanged in meeting minimum qualifications.
• Must have a valid Georgia driver's license.
• Must have an acceptable Motor Vehicle Report (3 years)

PREFERRED QUALIFICATIONS:

• State of Georgia Municipal Clerk's Certification preferred.