Deputy City Clerk

CITY OF STONE MOUNTAIN

CLASS SPECIFICATION

 

POSITION TITLE:     Deputy City Clerk

REPORTS TO:          City Clerk

SALARY:                   Starting at $52,000/annually (Full-Time)

 

NATURE OF WORK

The City of Stone Mountain is seeking to fill a professional level and experienced Deputy City Clerk position.  This position is responsible for processing documentation and provide administrative support to the City Clerk. Work may include performing research and maintenance of records; organizing and attending City meetings; preparing responses to Open Records Requests; preparing documents and reports; filing records and documents; collecting and gathering information and data; and publishing notifications.

 

ESSENTIAL RESPONSIBILITIES AND DUTIES

The following responsibilities and duties are not exclusive or inclusive; other duties may be assigned as needed.

• Prepares meeting agendas and packets for City Council meetings; attends City Council meetings; records and transcribes meeting minutes.
• Establishes and maintains records in City Clerk’s office; creates and maintains permanent paper copies of files and records as required by law; scans records and documents for permanent records; research records as needed; maintains Ordinance and Resolutions.
• Composes, types, prepares, or completes various forms, reports, correspondence, resolutions, ordinances, grant applications, budget documents, purchase requests, purchase orders, checks, agendas, meeting minutes, public notices, calendars, indexes, or other documents.
• Serves as a Notary Public and administers Oath of Office as necessary.
• Assists the City Clerk in arrangements for municipal elections including assisting with qualifying, uploading documents to Georgia Finance Commission.
• Maintains a comprehensive, current knowledge of applicable laws/regulations; reads professional literature; attends workshops and training sessions as appropriate.
• In the absence of the City Clerk, attend Mayor and Council Meetings and confirm recording of proceedings; make copies of agenda and transcribe meeting minutes.
• Assists in the preparation of public notices, and legal publications.
• Provides customer service to residents and the public regarding City policies and procedures.
• Assist with Human Resources day-to-day operations as assigned.
• Assist with City related events.
• Performs other administrative duties as assigned by the City Clerk.

 

SKILLS

·         Strong communication skills, both verbal and written.

·         Proficiency in using timekeeping software and Microsoft Office Suite (Excel, Word, Outlook).

·         Ability to handle multiple tasks and priorities effectively.

·         Ability to prepare clear and concise reports.

·         Ability to gain working knowledge and interpret municipal laws, policies, codes and regulations.

·         Strong problem-solving and decision-making abilities.

·         Excellent organizational and time-management skills.

·         Knowledge of JustFOIA open records software.

·         Knowledge of Laserfiche records management software.

·         Knowledge of contract management.

·         Experience working with third party vendors.

·         Demonstrated ability to think creatively and develop innovative solutions.

 

QUALIFICATIONS

• Experience: Associate Degree in Public Administration, Business Administration or related field. Minimum of two years of progressively responsible public administration work experience or Georgia City Clerk/Deputy Clerk Certification required. Any combination of relative education and experience may be considered. Georgia Notary.
• Knowledge: Strong understanding of public administration/operations and municipal elections. 

REQUIREMENTS

Work is performed in an office environment. Essential functions are regularly performed without exposure to adverse environmental conditions. 

Occasional evening and/or weekend work may be required for official city meetings and events.

·         Frequently required to sit; and to use hands.

·         Occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl

·         Occasionally lift and/or move up to 30 pounds

 

PREFERRED REQUIREMENTS

·         Certified Georgia Clerk

·         Previous Municipal or County Clerk experience

·         Human Resources experience

 

Note: This job description is intended to provide a general overview of the responsibilities and requirements of the Deputy City Clerk. It is not an exhaustive list, and additional duties may be assigned based on operational needs. Requirements included in this class specification are subject to modification to reasonably accommodate individuals with disabilities.

 

To apply: Interested candidates may email a resume to sames@stonemountaincity.org or can deliver resume to City of Stone Mountain, c/o Personnel Director, 875 Main Street, Stone Mountain, GA 30083. This position is open until it is filled. The City of Stone Mountain is an equal opportunity employer.