Deputy City Clerk

JOB DESCRIPTION

Title: Deputy City Clerk

DEPARTMENT: ADMINISTRATION

REPORTS TO: City Clerk

FULL-TIME POSITION, Non-exempt

OB SUMMARY: The role of Deputy City Clerk is varied and shares many job functions that involve but are not limited to assisting the City Clerk to ensure the City’s day-to-day functions are completed timely and successfully, to serve as the acting City Clerk during the Clerk’s absence, to perform as the Marketing Specialist and a Records Clerk, and assist, as needed, City of Hiram’s Customer Service with occupational tax, licenses and permits, utility services, and facility rentals.

ESSENTIAL FUNCTIONS: The following duties are normal for this position. The omission of specific statements of 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.

DEPUTY CITY CLERK:

• Responsible for assisting the City Clerk in planning, organizing, and directing the operations, programs and services of the City.
• Supporting the City Manager, Elected Officials and other Administration staff to ensure the City’s day-to-day functions are completed timely and successful.
• Serve as acting City Clerk during the Clerk’s absence.
• Perform Clerk duties as assigned, such as drafting agendas and minutes.

MARKETING SPECIALIST:

• Under supervision of the City Clerk, responsible for managing all aspects of the City’s website content, developing and promoting the City to the community and all viewers.
• Maintain a positive and responsive online presence on all social media platforms approved by the City.
• Management of all advertising/marketing responsibilities such as digital signs, newspaper articles, media liaison, etc.

ADDITIONAL FUNCTIONS

• As a Records Clerk, maintaining a comprehensive, ongoing records management program throughout the organization in compliance with the Georgia Archives Retention Schedule for Local Government Paper & Electronic Records and the City’s Record Retention Policy.
• Scheduling of record management destruction to be done in a methodical, efficient, and cost-effective manner within compliance.
• All records clerk duties will be performed in conjunction with the City’s Part-time Records Management Clerk, with ability to assume the role of Records Management Clerk as well, should the need arise.
• Assisting City of Hiram’s Customer Service Departments when required with customer assistance in handling the requests and needs of the residents and visitors of the City to include occupation tax, licenses and permits, utility services, and facility rentals.

ESSENTIAL DUTIES, RESPONSIBILITIES AND SKILLS:

• Attain training required by O.C.G.A. §§ 36-1-24 and 36-45-20 to act as a City Clerk
• Adhere to all applicable city, state and federal laws, ordinances, policies, procedures, rules and regulations including Georgia Records Act (O.C.G.A. §50-18-90 et. seq.) and Georgia Open Records Act (O.C.G.A. §50-18-70 et. seq.)
• Interact well with elected officials and other high-level officials
• Ability to properly handle confidential information.
• Extremely detail-oriented and organized.
• Have general knowledge of processes City-wide necessary to respond to citizen and business inquiries.
• Demonstrate work initiative and endeavors to make positive suggestions for improvement.
• Ability to work well in a high-pressure, multi-tasked environment amid frequent interruptions and to redirect focus of attention to a task after interruption.
• Perform other related duties and functions as directed, or which are readily apparent.
• Demonstrate good interpersonal communication skills with citizens, co-workers and supervisors.
• Work as scheduled.
• Accept and follow instructions, evaluation and correction.
• Self-starter with the ability to work independently, under only general supervision.
• Strong willingness to help or assist other employees.
• Perform assigned duties and assist with work unit workload distribution.
• Demonstrate appropriate decision making/problem solving abilities.
• Work on special assignments from the City Clerk and other Department personnel as approved by the City Clerk.

MINIMUM QUALIFICATIONS:

Any combination of experience, training, and education which provides the required knowledge, skills, and abilities to perform the duties and responsibilities of the job will be considered.

REQUIRED:

• High School diploma or equivalent.
• Georgia State-Mandated Clerks Training, or ability to obtain within six months of hire.
• Three years of experience working in local government.
• Five years of work experience in customer service or general clerical duties in an office environment.
• Keen attention to detail.
• Considerable experience in the operation of computers and software applications.
• Substantial experience with Microsoft Office, including but not limited to, document and spreadsheet creation, Powerpoint presentations.
• Ability to format various documents such as letters, and possess strong grammar and language skills.
• Knowledge of social media platforms, especially Facebook.

PREFERRED:

• Experience with OneDrive, Google Drive, or similar application.
• Sufficient experience to understand the basic principles relevant to the major duties of the position.
• Experience in records management.

OTHER REQUIREMENTS:

• Possession of a valid Georgia Driver’s License is required.
• Ability to take and pass a drug-screening test.
• Pass written exams involving proofreading and drafting documents.

TRAINING:
*Training requires travel out of the Atlanta area

Attain the following:

• State-Mandated Clerks Training

If not currently in possession of these training hours, employee will begin the program with Carl Vinson Institute of Georgia as quickly as practical after hire (Fall 2025). Membership in the Georgia Municipal Clerks Association (GMCA) will be provided after hire; attendance at training classes will be budgeted when possible.

• Social Media

Training will be budgeted for, when possible.

• Certification by the Georgia Records Association

If not currently certified, employee will begin that program as quickly as practical after hire. Membership in the Georgia Records Association (GRA) will be provided after hire; attendance at GRA training classes will be budgeted when possible.

ATTENDANCE AT COUNCIL MEETINGS:

The Deputy City Clerk is required to attend all Council Meetings. Meetings are typically held twice a month (first and last Tuesday), beginning at 6pm with an unspecified duration.

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 work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate 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.

Position Information and Benefits:

• This position is a full-time/non-exempt position with a starting rate of $20.00 per hour based on level of experience.
• Paid Time Off Accrual
• Life Insurance - City Paid
• GMEBS Retirement Plan
• Medical/Dental/Vision/Flexible Spending Account
• 12 Paid Holidays

Apply here: https://cityofhiramga.gov/job_detail_T5_R32.php

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

Job Type: Full-time

Pay: From $20.00 per hour

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday
• Overtime

Work Location: In person

Salary : $20