Listing Summary

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.  The incumbent may exercise direct and/or functional supervision over administrative support staff.  The incumbent must comply with Georgia Open Meeting and Open Records laws.  Work is performed under the general supervision of the City Clerk.

JOB RESPONSIBILITIES

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

·Archive records of the City including agendas, ordinances, resolutions, contracts and various legislative documents; provide records retrieval services to the public.

·Assume administrative responsibility of coordinating and calendaring conferences, meetings, and special events for Mayor and Council, as needed or requested.

·Craft legal ads for bids and public hearings; prepare public notices for meetings.

·Prepare purchase orders, invoice and expense reconciliations.

·Sort, copy and distribute faxes/mail for City Clerk, Mayor and Council.

·Assist with sales and record archiving for historic City Cemetery.

·Supervise part-time Records Clerk; assist with Open Record Requests.

·Respond to and resolve difficult and sensitive citizen inquiries and complaints.

·Serve as staff liaison on boards, commissions, or committees, as needed.

·Notarize documents, as needed.

·Compile, prepare, and edit the City Council agenda packet; review and distribute Council agenda and documentation, in the absence of the City Clerk.

·Act as point of contact for City-wide records management; maintain, dispose, and preserve official City documents and records including resolutions, ordinances, Council minutes, agreements, etc. in accordance with legal requirements, in the absence of the City Clerk.

·Receive and file claims and lawsuits filed against the City; prepare and certify information, in the absence of the City Clerk.

·Attend and participate in City Council meetings; record proceedings; prepare minutes, in the absence of the City Clerk.

·Perform related duties as required.

ADDITIONAL FUNCTIONS:

Performs other related duties as required.

 

Requirements

KNOWLEDGE, SKILLS and ABILITIES

• Operational characteristics and services of the City of Kennesaw’s City Clerk’s Office.
• Pertinent federal, state, and local laws, codes, and regulations including the Georgia Open Meetings and Open Records Act. 
• Principles and practices of records management administration including records retention laws.
• Meeting protocols, parliamentary procedures, and principles and practices used in the accurate reporting of actions taken by a legislative body.
• Principles and practices of supervision, training, and performance evaluation
• English usage, spelling, grammar, and punctuation.
• Modern office procedures, methods, and computer equipment.
• Administer office goals, objectives, and procedures.
• Apply federal, state, and local polices, laws, and regulations.
• Prepare clear, concise, and complete meeting documentation and other written correspondence.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Supervise, direct and coordinate the work of Records Clerk.

MINIMUM QUALIFICATIONS

• Equivalent to a bachelor’s degree in public administration, business administration or related field is desirable.
• Two years of related experience in a City Clerk’s Office or equivalent. Experience in records management and preparation of meeting minutes are preferred. Supervisory experience is desirable.
• Possession of, or ability to obtain, Certified Municipal Clerk certification from the International Institute of Municipal Clerks (IIMC) within three (3) years of hire is desirable.
• Possession of, or ability to obtain, valid Notary Public Certification within three (3) months of hire.

ADA Requirements:

Individuals applying for the posted position must be able to perform the essential functions of the position with or without a reasonable accommodation.

Physical Requirements: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals.  Most tasks require the ability to communicate orally.

Work Environment: Standard office setting; exposure to computer screens; 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; may be required to work irregular hours including evenings.

 

Benefits

The City of Kennesaw provides the following group benefits to eligible employees: comprehensive medical, dental, and vision insurance with HSA and FSA options (includes employer contribution to HSA plans); life and AD&D insurance for employee and dependent(s); employer paid short and long-term disability insurance for employee; accrued vacation and sick leave (with option to sell back); tuition reimbursement program (employer pays 70%); 12 paid holidays; 2 paid personal days; longevity pay bonuses (after every 5 years); 1% employer contribution on first 2% of employee contribution toward a 457 deferred compensation plan; 12% employer contribution for every 4% employee contribution toward a defined benefit pension plan (vested after 10 years); wellness benefits such as flu shots and biometric screenings (includes discounted gym memberships through Cigna’s Active and Fit Program).