Employment Opportunities  >>  Administrative & Clerical Support

Deputy County Clerk

Polk County Board of Commissioners

Posted: Sep. 20, 2018

End Date: Oct. 19, 2018


POSITION
Deputy County Clerk
 
DEPARTMENT
Polk County Administration
 
WORK SCHEDULE
Full Time Position; 40 hours per week
Overtime as required
 
SALARY
Minimum starting salary: $15.76 per hour/$32,780.80 per year
Starting salary based upon education and experience.
 
JOB SUMMARY
This position is responsible for providing administrative support and assistance to the County Clerk in the performance of the Clerk’s responsibilities.
 
DESIRED QUALIFICATIONS
  • Bachelor’s Degree from an accredited college or university in Public or Business Administration or a related field, five (5)  years of increasingly administrative experience within a public agency or private industry, or any equivalent combination of education and experience that provides the required knowledge and skills for this position;
  • Ability to prepare and maintain accurate reports and records;
  • Ability to communicate clearly and effectively, both verbally and in writing;
  • Knowledge of governmental functions on the local, state, and federal level;
  • Proficient in MS Office Word, Outlook, and Excel and general computer and typing skills;
  • Considerable knowledge of management principles and practices.
 
APPLICATION PROCESS
Interested persons may obtain an application packet from the:
            Polk County Board of Commissioners Office
            144 West Avenue, Suite B
            Cedartown, GA 30125
            770-749-2100
            Or online at www.polkga.org          
 
APPLICATION DEADLINE
October 19, 2018


JOB TITLE:  DEPUTY COUNTY CLERK
 
PAY GRADE:  18
 
DEPARTMENT:  ADMINISTRATION, POLK COUNTY
 
JOB SUMMARY: This position is responsible for providing administrative support and assistance to the County Clerk in the performance of the Clerk’s responsibilities.
 
MAJOR DUTIES:
 
  • Attends various board, committee, and public hearing meetings as assigned; prepares meeting notices and agendas, prepares materials for meetings, records and transcribes minutes; updates official minute book
 
  • Assist the County Clerk in providing requested information regarding records of the Board of Commissioners as part of public records.
 
  • Assists the County Clerk with coordinating training and travel arrangements for commissioners, department heads, and employees; maintains files to confirm that Commissioners have completed State required training courses/hours
 
  • Assists the County Clerk with maintaining County Social Media Accounts preparing, editing, and monitoring content
 
  • Assists the County Clerk with preparing memoranda, correspondence, and reports, for the County Manager and Board of Commissioner; prepares resolutions, and proclamations
 
  • Assists the County Clerk with ensuring that all County ordinances are codified in a timely manner as required by State law; prepares draft ordinances & ordinance amendments for Board consideration
 
  • Assist the County Clerk with management of official County records; certifies documents; and ensures maintenance and disposal of records in compliance with records retention laws and regulation
 
  • Assist the County Clerk with coordinating and administering the county retirement program; completes forms and prepares reports as required; submits annual report to Retirement Company
 
  • Assists the County Clerk with processing Occupational Tax Certificate Applications; maintains records; prepares and submits annual reports
 
  • Assists the County Clerk with processing Workers Compensation claims, maintains related files, submits annual Workers Compensation reports
 
  • Assist the County Clerk with maintaining insurance policies and records for all county-owned vehicles and facilities; files accident reports; prepares and submits annual report 
 
  • Assist the County Clerk with processing Malt Beverage, Pawn Shop and Game licenses Applications and renewal applications
 
  • Assists the County Clerk with maintaining roadway files and providing information
 
  • Completes and submits work orders to the Road Department, Building Inspections Department, and Information Technology Department for needed repairs and services
 
  • Prepares deposits for the Building Inspections Department
 
  • Assist the County Clerk with maintaining time keeping records for all department heads
 
  • Answers the phone, takes messages, and provides information to callers
 
  • Assist the County Clerk with facilitating the County Wide Wellness Program
 
  • Assist the County Clerk with processing Inmate Medical Care Billing Claims
 
  • Performs other related duties as assigned
 
KNOWLEDGE AND SKILLS REQUIRED BY THE POSITION:
 
  • Knowledge of County ordinances; codes; policies and procedures
 
  • Knowledge of basic accounting practices
 
  • Ability to deal tactfully and courteously with the general public
 
  • Ability to prepare and maintain accurate reports and records
 
  • Considerable knowledge of filing techniques
 
  • Knowledge of governmental functions on the local, state, and federal level.
 
  • Considerable knowledge of management principles and supervisory practices
 
  • Proficient computer and typing skills
 
  • Proficient with MS Office Word, Outlook, and Excel
 
  • Ability to communicate clearly and effectively, verbally and in writing
 
  • Strong people skills
 
EMPLOYMENT STANDARDS: Graduation from an accredited college or university with a Bachelor’s degree in public or business administration, or related field; OR five (5) years of increasingly responsible administrative experience within a public agency or private industry; OR any equivalent combination of education and experience that could likely provide the required knowledge, skills, and abilities. Must possess or be able to achieve certification as a County Clerk through the Association of County Commissioners of Georgia and Carl Vinson Institute of Government within three (3) years.
 
SUPERVISORY CONTROLS: A person in this position reports directly to the County Clerk for direction and assignments.
 
GUIDELINES:  Guidelines include county ordinances, policies and procedures, and applicable state laws and federal guidelines.  Good judgment and accurate interpretation of such guidelines are required.
 
COMPLEXITY:  The work consists of varied administrative tasks which may be complex and which require strong interpersonal skills.
 
SCOPE AND EFFECT:  A person in this position is responsible for assisting the County Clerk.  Successful performance facilitates the work of county departments, ensures effective delivery of services, and enhances the image of the county.
 
PERSONAL CONTACTS:  Contacts are typically the county staff and county officials, other local government staff and officials, state staff and officials, contractors, professionals, technicians, civic groups, and the general public.
 
PURPOSE OF CONTACTS:  Contacts are typically to exchange information, resolve problems, provide services, and manage contracts/contractors and/or personnel.
 
PHYSICAL DEMANDS:  The work is typically performed while sitting, standing, walking, bending, or stooping. 
 
WORK ENVIRONMENT:  The work is typically performed in an office or meeting room.
 
SUPERVISORY AND MANAGEMENT RESPONSIBILITY:  None

An Equal Opportunity Employer
Polk County is a Drug Free Workplace