COUNTY CLERK

JACKSON COUNTY, GEORGIA

CLASSIFICATION SPECIFICATION

CLASSIFICATION TITLE: COUNTY CLERK

PURPOSE OF CLASSIFICATION

The purpose of this classification is to perform a variety of administrative duties associated with maintaining official Jackson County records, and providing support to the Board of Commissioners, County Manager and Assistant County Manager. The incumbent, which is appointed to the position by the BOC, is also responsible for processing and coordinating responses for open records requests (ORR), managing contracts for various departments, assisting in procurement processes, and assisting with special projects.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Performs various administrative support tasks for special projects, including:

• Researching and analyzing information;
• Preparing documents;
• Maintaining department records;
• Receiving, processing and coordinating responses for Open Records Requests (ORR);
• Maintaining records regarding appointed boards and commissions;
• Indexing and logging minutes, resolutions, proclamations, ordinances, and grants;
• Making notifications/sending meeting advertisements to newspapers and other media outlets;
• Compiling meeting agenda and supporting meeting materials;
• Attending commission meetings and assuring the recording of meeting minutes;
• Managing the operations of voting software used during Board meetings;
• Disseminating meeting minutes, notifying departments/office of agenda item status and providing other information as required; and,
• Updating and maintaining related information on the County's website.

Manages procurement contracts for various departments, including:

• Reviewing procurement card transactions;
• Developing and maintaining relationships with contractors to facilitate communications;
• Reviewing contract drafts;
• Monitoring critical dates and conveying those to affected parties;
• Processing new/renewed contracts and coordinating needed responses from departments.

Assists in developing and tracking the department (BOC and County Manager) budget by recommending budget funds requests; maintaining balances and preparing related reports.

Performs related to administrative and clerical duties, to include:

• Answering phone calls;
• Receiving and processing mail;
• Providing information and assistance to callers;
• Greeting and providing information to visitors, County staff and elected or appointed officials;
• Making travel arrangements;
• Performing data entry;
• Composing correspondence and reports;
• Ordering office supplies and equipment.
• Receiving and files documents; and
• Maintaining calendars and schedules.

Participates in special projects, as assigned by the Board and/or County Manager's Office

Operates basic office equipment including a personal computer, printer, fax machine, copier, and related machinery; utilizes word processing, spreadsheet, database and other software programs.

ADDITIONAL FUNCTIONS

Performs other related duties as required.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of office management processes and techniques.

Knowledge of State of Georgia and Jackson County policies, processes and requirements related to the functions of the county clerk and records management.

Knowledge of Jackson County contract and procurement policies and procedures.

Knowledge of State of Georgia laws pertaining to Open Records Requests (ORR).

Knowledge of historical processing of vital documents.

Knowledge of the County's organization structure.

Knowledge of budgeting principles.

Skill in written and oral communication.

Skill in maintaining confidentiality.

Skill in organizing a variety of work assignments and multi-tasking.

Skill in operating a personal computer and related equipment, utilizing a variety of software.

Ability to work effectively with the BOC, County Manager, Assistant County Manager and senior leadership staff in various departments.

Ability to read, write and perform mathematical calculations.

MINIMUM QUALIFICATIONS

A bachelor's degree in business management or related field is required with a minimum of five years of experience managing daily office operations and performing administrative tasks. Must complete 100 hours of training toward State Certification for County Clerk within three years of hire. Notary Public Certification is required; or, any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job in a local government environment.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

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 workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, 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.

Jackson County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.