Deputy City Clerk

General Nature of Work

The purpose of this position is to provide a variety of functions including administrative and clerical support to the City Clerk, Mayor and City Council.  This position is responsible for assisting the City Clerk and performing the duties of the City Clerk in his/her absence or as needed.  The incumbent is expected to exercise independent judgment and initiative consistent with applicable laws, City policies, and administrative guidelines.  The incumbent is expected to have a high degree of thoroughness and accuracy in performing the required duties, work with considerable independence and perform work according to established guidelines.  The incumbent may exercise direct and/or functional supervision over administrative support staff.  The incumbent must comply with Georgia Open Meeting and Open Records laws.  Work is performed under the general supervision of the City Clerk. 

JOB RESPONSIBILITIES

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.

• Archive records of the City including agendas, ordinances, resolutions, contracts and various legislative documents; provide records retrieval services to the public. 
  
• Assume administrative responsibility of coordinating and calendaring conferences, meetings, and special events for Mayor and Council, as needed or requested. 
  
• Craft legal ads for bids and public hearings; prepare public notices for meetings. 
  
• Prepare purchase orders, invoice and expense reconciliations. 
  
• Manage Open Record Requests. 
  
• Assist with sales and record archiving for historic City Cemetery.   
  
• Sort, copy and distribute faxes/mail for City Clerk, Mayor and Council. 
  
• Respond to and resolve difficult and sensitive citizen inquiries and complaints. 
  
• Serve as staff liaison on boards, commissions, or committees, as needed.
  
• Notarize documents, as needed.  
  
• Compile, prepare, and edit the City Council agenda packet; review and distribute Council agenda and documentation, in the absence of the City Clerk. 
  
• Act as point of contact for City-wide records management; maintain, dispose, and preserve official City documents and records including resolutions, ordinances, Council minutes, agreements, etc. in accordance with legal requirements, in the absence of the City Clerk. 
  
• Receive and file claims and lawsuits filed against the City; prepare and certify information, in the absence of the City Clerk. 
  
• Attend and participate in City Council meetings; record proceedings; prepare minutes, in the absence of the City Clerk. 
  
• Perform related duties as required. 
  

Requirements

KNOWLEDGE, SKILLS and ABILITIES

·         Knowledge of operational characteristics and services of the City of Kennesaw’s City Clerk’s Office. 

·         Knowledge of pertinent federal, state, and local laws, codes, and regulations including the Georgia Open Meetings and Open Records Act.   

·         Knowledge of principles and practices of records management administration including records retention laws. 

·         Knowledge of meeting protocols, parliamentary procedures, and principles and practices used in the accurate reporting of actions taken by a legislative body.  

·         Knowledge of principles and practices of supervision, training, and performance evaluation. 

·         Skill in English usage, spelling, grammar, and punctuation. 

·         Skill in modern office procedures, methods, and computer equipment. 

·         Ability to administer office goals, objectives, and procedures.  

·         Ability to apply federal, state, and local polices, laws, and regulations. 

·         Ability to prepare clear, concise, and complete meeting documentation and other written correspondence.  

·         Ability to communicate clearly and concisely, both orally and in writing. 

·         Ability to establish and maintain effective working relationships with those contacted in the course of work.  Ability to supervise, direct, and coordinate the work of Records Clerk. 

MINIMUM QUALIFICATIONS

• Equivalent to an associate’s degree in public administration, business administration or related field is desirable.  
  
• Three years of related experience in a City Clerk’s Office or equivalent. Experience in records management and preparation of meeting minutes are preferred
  
• Possession of, or ability to obtain, Certified Municipal Clerk certification from the International Institute of Municipal Clerks (IIMC) within three (3) years of hire is desirable. 
  
• ​Possession of, or ability to obtain a valid Notary Public Certification within three (3) months of hire.  
  

ADA Requirements:

Individuals applying for the posted position must be able to perform the essential functions of the position with or without a reasonable accommodation.

Physical Requirements: This position classifies the physical exertion requirements as sedentary work involving lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally, and other sedentary criteria are met. 

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

Benefits