Listing Summary

POSITION SUMMARY      

The essential function of the position is to provide organizational, administrative, and clerical support to the City Clerk’s Office.  The position is responsible for preparing and typing documents and reports.  The position also requires providing customer service to staff members and the public, answering phones, and greeting visitors, providing information as requested or referring to appropriate personnel or department. The position works under general supervision, independently developing work methods and sequences.

MAJOR DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

• Prepares documents such as correspondence, memoranda, reports, spreadsheets, e-mail, and work orders, observing strict confidentiality; performs research, as necessary. 

• Compiles information; performs data entry including maintaining electronic files and Departmental, City Council and Committees records.

• Performs occasional filing and maintains organization of the department files and file cabinets.

• Perform general office duties such as recording and transcribing meeting minutes, typing and proofreading correspondence, and distributing and filing official forms.

• May serves as receptionist, screening telephone calls and greeting visitors; provides information, refers persons to appropriate department/personnel, or takes messages; communicates messages to supervisor or appropriate person in a timely manner.

• Processes incoming departmental mail, routing letters and parcels as appropriate, and prepares outgoing mail and parcels.

• Receives, analyzes and responds to open records requests within the required deadlines established by state law. Reviews, analyzes and provides information and updates to requestors and other stakeholders. Will work closely with department heads in completing Open Records Requests according to the Georgia Open Records Act.

• Serves as courier for inter-departmental mail and to Federal Express or UPS as needed.

• Maintains and troubleshoots office equipment.  

• Assists in coordinating departmental events, including ordering, and picking up food and supplies as needed, reserving, and setting up conference room or council chambers.

• May attend staff, committee, and other professional meetings to take minutes; types and provides minutes to supervisor electronically for proof reading and distribution to appropriate personnel.

MINIMUM QUALIFICATIONS

Requires a high school diploma or GED, and the equivalent of two years of college or any combination of education, training, and experience that provides the required knowledge

Certificates, Licenses and Registrations

None

Knowledge, Skills and Abilities

• Ability to use routine office equipment such as copier/scanner/fax machine, postage machine and complex phone system.
• Skill in public relations and customer service.
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• Skill in using personal computer to perform word processing and data-entry to generate documents, spreadsheets and data bases using related software applications with accuracy and attention to detail.
• Ability to maintain a high level of confidentiality and to exercise discretion in performing assigned job duties.
• Ability to deal with a variety of factors and situations and to solve routine problems.
• Ability to communicate and interact effectively with city employees, city officials and the public.
• Ability to be flexible and to handle multiple assignments and projects in a work environment that can have frequent interruptions at times.

OTHER REQUIREMENTS

On rare occasions, may work an adjusted schedule for assisting in events occurring after 5:00 p.m. such as meetings.

REQUIREMENTS INCLUDED IN THIS CLASS SPECIFICATION MAY BE SUBJECT TO MODIFICATION IN ORDER TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES WHO ARE OTHERWISE QUALIFIED TO PERFORM THE ESSENTIAL DUTIES OF THE JOB.