Assistant City Clerk

Applications/resumes will be reviewed weekly. Apply ASAP.

First round of interviews: Week of March 3^rd, 2025.

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; municipal elections, administration of filings, development of the City Council agendas, coordination with other City departments, publication of legal notices, maintenance of the City’s Municipal Code, processing agreements, resolutions, and ordinances in accordance with City records management guidelines, assisting internal and external customers with records requests, notarizing documents; exercising independent judgment, initiative and a high level of attention to detail; and acts in an official capacity on behalf of the City Clerk in his or her absence. 

**This is a non-exempt position. **Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification.   The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

• 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.
• 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 departments to gather and verify documents, communicates effectively with requestors and stakeholders, and ensures timely, lawful responses. Acts as the City Clerk in their absence to maintain city-wide compliance.
• 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; prints and assembles agenda materials and documents to be executed by City Council and staff; sets up the meeting space on the day of the meeting; attends City Council meetings when needed to assist with managing meeting logistics; In the absence of the City Clerk, attends meetings and assumes the Clerk’s responsibilities to ensure seamless proceedings.
• Initiates and manages follow-up actions from City Council meetings, including codifying ordinances and resolutions. Coordinates with staff and external agencies to ensure full execution of approved documents, such as agreements and contracts, and tracks correspondence until completion.
• Serves as the City Clerk in their absence, attends and takes minutes of official meetings; executes and seals resolutions and ordinances, coordinates the review and approval of official actions by the City Council, the City Administrator, and/or the City Attorney and ensures the execution of city documents.
• Reviews and verifies alcohol license applications to ensure compliance with the City’s Alcohol Ordinance in coordination with the City Clerk; corresponds with other city staff involved in the review process and communicates with applicants when necessary.
• Assists with General Municipal Elections and Runoffs, handling pre- and post-election tasks such as ensuring candidate forms are available, publishing materials on the city’s website, managing legal ads and public notices, supporting candidate qualification, campaign finance reporting, poll worker recruitment, and voter registration drives.
• Reviews and coordinates vacancies and appointments for all Boards and Commissions. Ensures compliance with the Georgia Open Meetings Act. In the absence of staff liaisons, attends Board or Commission meetings, serves as Clerk, and prepares action summaries, minutes, or other duties as needed.
• Reviews the City Clerk’s Office budget, obtains price quotes, and prepares purchase orders as needed. Verifies invoices and documents for accuracy, resolves discrepancies, and processes payments. Manages travel and training authorizations, reservations, and expense reports.
• Works with vendors to place orders, monitor performance, resolve issues, and arrange additional training as needed. Research vendor options and pricing for special events, record management, document destruction, alcohol licensing, legal advertising, and other City Clerk’s Office needs.
• Attends and assists with planning for events such as Neighborhood Advisory Council meetings, elected official receptions, poll worker and voter registration events, and other citywide employee appreciation events.
• Drafts, reviews, and edits documents, correspondence, cover letters, proclamations, resolutions, ordinances, etc.
• Submits legal advertisements, reviews proofs, and submits payments to the appropriate legal organ.
• May act as additional back-up to the Administration Department’s Administrative Office Coordinator by assisting with inventory and ordering of department equipment, furnishings and office supplies or arranging for repair of equipment when needed.
• Collects and distributes mail for the City Council, Administration, City Clerk, and Economic Development departments. Prepares and mails documents requiring special postage, such as certified mail or return receipt requests.
• Routinely reviews, organizes, and handles confidential or legally sensitive documents, particularly when preparing for City Council meetings, responding to ORRs, and managing city-wide records.
• Provides general customer service by screening and directing calls and visitors, answering questions within specific guidelines, and offering general information about the City. Receives citizen complaints, comments, and sensitive requests, referring them to the appropriate department or staff member for resolution.
• Proactively research best practices from other municipalities or organizations and bring forward recommendations of innovative solutions and programs to implement within the City or improve efficiency of current processes.  
• Utilizes various computer applications and software; inputs, retrieves, and references various computer data management systems for things such as: financial and budget preparation and management, agenda management, open records management, election reporting and filing software, records management software, permitting and licensing software, grant management software, etc.
• Manages room reservation calendars for various conference rooms in City Hall. 
• Provides notary services, certifications, and attestations, as needed.

• Performs related duties as required or assigned.

Knowledge, Skills & Abilities required
Knowledge of:

• Operational characteristics, services, and activities of assigned functions, programs, and operations of a City Clerk’s Office.
• Principles and practices of time management.
• Functions and organization of municipal government.
• Work organization principles and practices.
• Modern principles, practices, and techniques of municipal records management and elections.
• Applicable federal, state, and local laws, codes, and regulations including, Georgia Election Code and Georgia Open Records Act. 
• Principles and practices of municipal budget.
• Modern office procedures, methods, and equipment including proficiency with personal computers, scanners, Microsoft Office 365, and Adobe Acrobat.
• Meeting protocol, parliamentary procedure, and principles and practices used in the accurate reporting of actions taken by a legislative body.
• Methods and techniques of proper phone etiquette.
• Methods and techniques of public relations.
• Methods and techniques of data collection, research, and report preparation.
• Principles and procedures of recordkeeping.
• Principles of business letter writing and report preparation.
• Mathematical principles.
• English usage, spelling, grammar and punctuation.

Ability to:

• Understand the organization and operation of the City and outside agencies as necessary to assume assigned responsibilities.
• Analyze and categorize data and information to determine the relationship of the data with reference to established criteria/standards.
• Assemble, copy, record, and transcribe data and information.
• Provide information and organize material in compliance with laws, regulations, policies, and procedures.
• Utilizes a variety of advisory data and information, including but not limited to minutes, agendas, regulations, codes, ordinances, resolutions, legal documents (summons, subpoenas), reports, invoices, financial statements, election forms, contracts, legal notices, office policies, software manuals, calendars, schedules, and correspondence.
• Perform mathematical calculations quickly and accurately.
• Read, interpret, and record data accurately.
• Organize, prioritize, and follow-up on work assignments.
• Attend evening or weekend meetings and events as required.

• Operate and use modern office equipment including computer, peripherals and various software applications.

• Implement and maintain filing systems including records retention and retrieval.
• Adapt to a changing work environment as needed or required.
• Type and enter data at a speed necessary for successful job performance.
• Prepare clear, concise, and complete minutes, correspondence, and other reports.
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Work under steady pressure with frequent interruptions and a high degree of public contact by email, phone or in person.

• Obtain notary certification in the State of Georgia as needed.

• Obtain annual Georgia Bureau of Investigation Security and Awareness Training for reviewing alcohol license applications.

• Obtain Municipal Election Official Qualifying Certification as needed for municipal elections.

Combination of education and experience sufficient to successfully perform the essential functions of the job qualifies.
Required:

• 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. 
• Possess (or be able to obtain within 30 days of hire) and maintain a valid driver’s license.

Preferred:

• Bachelor’s degree in a related field.
• Working knowledge and use of CivicClerk, JustFOIA, Tyler Munis, EasyVote, Easy Campaign Filing System, CityWorks and eCivis.
• Knowledge of policies, functions and responsibilities of the City and laws, ordinances, rules, and regulations affecting the City.

Physical Demands & Work Environment

 

Physical Demands

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting and operate office equipment.  Continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils.  Frequent side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards.  Occasional squatting, kneeling, and reaching above and at shoulder height; moderate grasping to manipulate reference books and manuals; lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Alpharetta is an Equal Employment Opportunity (EEO) employer.  All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability, or any other protected classification as defined by applicable law (except as limited by Employee Manual & Benefits Handbook or bona fide occupational qualifications).

In compliance with the Drug-Free Workplace Act of 1988, the City of Alpharetta is committed to providing a safe, quality-oriented, and productive work environment consistent with the standards of the community in which it serves. Alcohol and drug abuse poses a threat to the health and safety of City’s employees and to the security of the City’s equipment and facilities. For these reasons, the City is committed to the elimination of drug and alcohol use and abuse in the workplace.

Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if they have a physical or mental impairment that substantially limits a major life activity. The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Alpharetta will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Salary : $54,473 - $87,156