CITY of KENNESAW
Assistant City Clerk Department:
Council / 1100
Salary Range: $37,891- $56,837
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. May exercise direct and/or functional supervision over administrative support staff. Responds to citizen inquiries; assist as necessary in preparation of Mayor and Council schedules and making travel arrangements, attends meetings, prepares minutes and assists in maintaining the records for the City. The incumbent must comply with Georgia Open Meeting, Open Records laws. Work is performed under the general supervision of the City Clerk.
EXAMPLES OF WORK
- Prepares work session, Mayor & Council Agenda printed packets
- Archives agenda materials and records in LaserFiche as well as paper files
- Prepare and/or obtain archived files for public records in compliance with Open Records and Open Meeting Acts
- Assist in research and verification of contracts, agreements or city records as necessary
- Assist with preparation of legal ads for newspaper regarding bids, road closings, public hearing notices, etc. including posting of public notices for compliance of Open Records and Open Meeting Acts
- Attend pre-agenda and council meetings as required in the absence of the City Clerk and prepare minutes
- Prepare and submit agenda items as needed
- Verify and distribute ads in Marietta Daily Journal for departments as required
- Sort, copy and distribute faxes/mail for City Clerk, Mayor and Council
- Signs and executes documents in the absence of the City Clerk as authorized by the Mayor & Council
- Tracking and follow up of fully executed agreements and contracts
- Serves as one of the municipal records officer as provided for by law and City Code
- Assist in preparation of annual budgets, as necessary
- Prepare purchase orders, invoice and expense reconciliations
- Assist City Clerk with general and special elections as needed
- Assist in updates and distribution of changes to Code of Ordinances
- Monitor and handle citizen complaints and concerns
- Title and tag preparation and recordkeeping for all City vehicles
- Prepare proclamations, certificates and correspondence as needed
- Assist with sales and records for City Cemetery including interactions with funeral homes and issuing burial permits
- Assist with the bid process including providing bid packets to the public, answering questions and providing follow-up and in keeping accurate records
- Coordinate off-site records storage including tracking, retention and destruction schedules
- e-Verify annual filing of all vendors awarded bid contracts
- Registration and calendars for conferences, meetings, special events for Mayor and Council, as needed or requested
- Attends committee/board meetings as needed
- Any other duties assigned to City Clerk in her absence
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES
- Ability to ensure strict confidentiality in all matters in job performance as needed and required.
- Expected to exercise independent judgment and initiative.
- Ability to research and analyze detailed information, records and statistical data; be detail-oriented and produce error-free work.
- Must be able to multi-task and prioritize tasks to meet recurring and period time constraints and manage competing priorities on multiple projects.
- Assist with public noticing, legal advertising and accounting.
- Ability to adapt to city policies and procedures and to read and understand the City of Kennesaw Code of Ordinances.
- Ability to establish and maintain effective working relationships with other employees, city officials, outside agencies and the general public.
- Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
- Ability to communicate effectively verbally and in writing.
- Demonstrates good judgment and professional behavior at all times; acts as a representative of the City.
- Knowledge of computers and common computer software, including but not limited to word processing, spreadsheets, and databases.
- Have exceptional knowledge of business English, punctuation, spelling and business math.
- Knowledge of modern office practices, procedures and equipment.
- Must be bondable.
- Must have a valid state driver’s license or ability to obtain one within three months.
- Must possess and maintain valid Notary Public Certification or the ability to obtain a Notary Public Certification within three months.
- Independently conduct informational research and assemble relevant information and data.
- Review and learn the City Municipal Code by the end of the probationary period.
- Interpret and apply administrative policies and procedures.
- Handle shifting priorities with adaptability.
- Maintain complex records, summarize written material and interpret a variety of documents including contracts and ordinances.
WORK HOURS AND CONDITIONS
Regular attendance is a necessary job function required for this position. Work hours are 8:00 am to 5:00 pm, Monday through Friday, with one hour off each day for lunch. Early morning and evening work and attendance of meetings is required. Attendance of City Clerk’s certification training shall be required.
EDUCATION, TRAINING AND EXPERIENCE
High school graduate supplemented by three years of experience with general accounting and clerical background preferably in municipal government. The equivalent combination of education, training and experience, which will provide the requisite knowledge, skills, and abilities for the position. Preference given to a Certified Municipal Clerk or candidate with experience in a City Clerks office.
The incumbent must have full use of upper and lower limbs with the capability to bend and stretch for filing of records. Eyeglasses or corrective lenses may be worn, to provide normal 20-20 vision for the incumbent. Hearing aids are also satisfactory.