Deputy City Clerk

Provides support to the City Clerk, City Management, and City Council by performing duties directly related to meetings of the governing body.  Most tasks correspond with legal actions requiring accuracy and attention to detail. Many tasks are deadline driven requiring strong decision making and time management skills.

Serves as the subject matter expert for the agenda management software. Duties include testing software modules, adding/deleting users, assigning permissions, training users, troubleshooting problems and providing aide when needed. 

Exercises discretion and independent judgement to accomplish the below tasks for City Management and the Governing Body.

• Prepares and distributes public notices, agendas and minutes as required by law.
• Prepares agendas for Governing Body.
• Records official actions and prepares minutes.
• Maintains the official Board/Committee Appointment List and distributes updates as needed.
• Provides notice of vacancies and/or upcoming/pending appointments.
• Assists with preparing the annual budget. Prepares requisitions and processes invoices.
• Serves as the administrator of the electronic message boards. Coordinates with the service provider, trains users and schedules information to display.
• Assists with preparing documents associated with travel/training for Governing Body.

In regards to records management

• Indexes/Files/Archives contracts, correspondence, deeds, minutes, ordinances, resolutions and other documents maintained by the Clerk’s Office in accordance with the records retention schedule. 
• Submits ordinances to a third-party vendor for inclusion in the City’s Code Book and/or Unified Land Development Code. Verifies supplements to these documents are accurate. Distributes supplements to all departments.

Miscellaneous

• Prepares and maintains various correspondence/documents for City Management and Governing Body. 
• Completes research, analysis and/or statistical compilations.
• Works collaboratively with the City Clerk to prepare for municipal elections, process disclosure reports, complete special projects and to implement or update procedures/protocols.
• Assumes a leadership role when working with the Clerical Assistant.
• Attends meetings upon request or in the absence of the City Clerk.
• Performs other duties as required.

Education and Experience:

Associates Degree in Business Administration or related field.

Five years of office administration/management experience.

Three years of governmental experience, preferred.

Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and Certifications:

Valid Class C Driver’s License and satisfactory Motor Vehicle Record (MVR).

Georgia Certified Clerk or successfully attain this certification within three years of employment (contingent upon available funding) and maintain certification by completing continuing education courses in accordance with the Georgia Clerks Education Institute Certification Guidelines.

Municipal Election Training as required by the State of Georgia and maintain certification by periodically completing additional courses to serve as backup for election responsibilities.

Knowledge, Skills, and Abilities:

Comprehensive knowledge of office terminology, procedures and equipment with advanced skills.

Knowledge of the operations and functions of the City.

Knowledge of budgetary and accounting practices/procedures to include skill in monitoring expenditures.

Knowledge of local, state and federal laws as it pertains to Open Meetings, Open Records, Municipal Elections, Records Management and other relevant topics.

Ability to work with confidential information/records in a discrete and professional manner.

Ability to tactfully and courteously interact with customers including but not limited to elected officials, Department Directors, city employees and the general public.

Ability to prepare and deliver oral/written reports.

Ability to manage multiple tasks, prioritize assignments, work independently, exercise sound judgement and make practical decisions while producing quality work with speed and accuracy. 

Ability to operate Microsoft Office software at intermediate level with knowledge of or ability to learn Power Point and Microsoft Publisher.

Ability to learn, utilize and/or implement new software solutions.

Able to attend meetings before/after the normal work shift as needed.

PHYSICAL DEMANDS:

Occasional and sporadic lifting (10 to 40 pounds).

Frequent kneeling, stooping, squatting and/or bending.

Climbs stairs and may be required to use step ladders.

May be required to assist with relocating records and miscellaneous items weighing 25 to 50 pounds utilizing carts, dollies, hand trucks or other reasonable equipment.

Salary : $46,883 - $61,006