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PURPOSE OF CLASSIFICATION
The purpose of this classification is to provide administrative support to the Board of Commissioners, to serve as custodian of county records, to prepare and maintain meeting minutes, and to perform various accounting and clerical duties. This position reports to the Board of Commissioners.
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, and making recommendations on employee discipline and employee performance.
Provides information and assistance to the general public and the news media; assists elected officials and county employees regarding the interpretation of county policies and procedures, the status of issues before the Board of Commissioners, and daily administrative matters of the department.
Reviews, updates, processes and/or files various administrative forms such as check requisitions, invoices, purchase orders, time sheets, accident/incident reports and other documents.
Prepares meeting notices and agendas for public hearings and meetings of the Board of Commissioners; distributes notices for publication in local newspapers; prepares and compiles supporting materials for meetings; attends Board meetings; records meeting minutes; assures follow-through of official actions.
Reviews, coordinates and processes county contracts approved by the Board of Commissioners; maintains record of county contracts.
Serves as custodian of the county seal; attests and certifies all county contracts and legal documents of the Board of Commissioners.
Maintains and indexes minute books of ordinances, resolutions, laws enacted by the Board of Commissioners; prepares, processes and maintains custody of county documents and records.
Provides administrative support in the development of the county’s annual budget which involves gathering departmental budget data and preparation of the Board of Commissioners budget, assists in preparation of tax levy.
Prepares and distributes administrative materials to county officials, department directors and staff.
Processes applications and issues alcohol licenses; prepares related reports for submittal to the Sheriff’s Department.
Assists in processing right-of-way deeds; maintains county and DOT road files and records.
Prepares correspondence, memos, activity reports, budget tables and other documents using PC word processing, database management and spreadsheet software.
Refers to county ordinances and resolutions, policy manuals, accounting and legal references, maps, computer manuals and other resources in performing assigned job duties.
Serves as custodian of county records, including retention schedule.
Reviews, processes and distributes open records requests.
Oversees insurance on county buildings, vehicles and property; assures that general liability requirements are met; processes property and liability insurance claims.
Oversees management of permanent local government records and the elimination of obsolete documents; researches records, reports and files.
Coordinates special meetings, training and conferences for the Board of Commissioners; makes travel arrangements; prepares travel request forms and travel expense statements.
Evaluates and processes requests for county funds to provide for interment of deceased indigents.
Completes reports and forms for submittal to government agencies in compliance with applicable laws and ordinances.
Adheres and ensures adherence to established safety procedures and County Safety Policies and Procedures.
Performs other related duties as required.
Associate’s degree with course work emphasis in business administration, office management or related field; supplemented by three (3) to five (5) years previous experience and/or training that includes administrative and bookkeeping work; demonstrated knowledge of Georgia’s Open Meetings/Open Records laws; office management experience preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Certification as a notary public is required.
Data Utilization: Requires the ability to coordinate, manage, and/or correlate data. Includes exercising judgment in determining time, place and/or sequence of operations, referencing data analyses to determine necessity for revision of organizational components, and in the formulation of operational strategy.
Human Interaction: Requires the ability to inform and guide others by applying principles of professional counseling in addressing specific situations.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.p >