The duties of this position include preparing for and managing the function of all meetings of the Board of Mayor and Commissioners (BOMC); recording actions in public meetings in accordance with State law and parliamentary procedures; posting meeting notices and maintaining public records. Additional duties include serving as the Municipal Elections Superintendent and serving as custodian of official city records and public documents. Duties are performed under the supervision of the director of finance and administration.
The City Clerk will be an integral player in recording the story of Avondale Estates. Key duties include:
- Prepares BOMC meeting agendas and coordinates the assembly of agenda packets for all BOMC meetings.
- Attends regular and special meetings of the BOMC.
- Attends, as necessary, regular and special called meetings of other city agencies, authorities, and committees.
- Collects and distributes information to the BOMC and city manager; prepares related reports.
- Maintains ordinances and resolutions for BOMC action.
- Prepares meeting summaries and minutes in accordance with state law.
- Receives and processes records requests from the BOMC, city manager, city staff, and members of the general public.
- Serves as chief elections officer for the city; duties involve maintaining the city’s election records as required by state law and accepting candidates’ qualifying forms for BOMC offices.
- Plans and coordinates meetings and special events.
- Controls, inventories, and monitors all public records and archives of the city; implements and oversees the city’s records management system.
- Manages terms and appointments for city-appointed boards.
- Serves as filing officer for the city, accepting all Campaign Contribution Disclosure Reports and Financial Disclosure Reports. Responsible for reporting adherence to these to the state.
- Processes solicitation permits.
- Prepares resolutions, proclamations, and correspondence for BOMC.
- Prepares all contracts and agreements for signature and ensures the city retains an executed copy on file.
- Will be required to perform other duties and requested, directed or assigned.
KNOWLEDGE REQUIRED BY THE POSITION
- Knowledge of city codes, policies, and procedures.
- Knowledge of state and federal laws regarding the maintenance of municipal records.
- Knowledge of state and federal election laws.
- Knowledge of public meetings and records laws.
- Skill in the use of computers and job-related software programs.
- Skill in the management of websites and social media accounts.
- Skill in public relations.
- Skill in operating such office equipment as a computer, calculator, typewriter, copier, and facsimile machine.
- Skill in report preparation and records maintenance.
- Skill in election administration.
- Skill in public and interpersonal relations.
The director of finance and administration assigns work in terms of very general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
Guidelines include city codes and ordinances, state and federal laws, state records retention guidelines, state notary guidelines, and city and department policies and procedures. These guidelines require judgment, selection and interpretation in application.
COMPLEXITY/SCOPE OF WORK
- The work consists of varied administrative duties. The variety of duties performed contributes to the complexity of the position.
- The purpose of this position is to provide support for the city manager, mayor and city commission and to maintain official city records. Success in this position contributes to the success of city operations.
- Contacts are typically with co-workers, department heads, elected and appointed officials, business owners, vendors, attorneys, state election officials, and members of the general public.
- Contacts are typically to give or exchange information, provide services, and resolve problems.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
- The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light and heavy objects and distinguishes between shades of color.
- The work is typically performed in an office and outdoors, occasionally in cold or inclement weather.
- Attendance will be required at some after-hours events and meetings as needed.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
- Associate degree or bachelor’s degree in business, public administration or related field from an accredited college or university.
- Three years of progressively responsible experience in municipal government administration or an equivalent combination of education and experience may be acceptable.
- Possession of or ability to readily obtain Georgia Clerk’s Certification.
Grade 21 Min $76,150 Max $106,600