Listing Summary

Baldwin County

Job Description

July 2024

 

Job Title:       County Clerk

FLSA Status: Exempt

Reports to:     County Manager

 

JOB SUMMARY

 

This position is responsible for recording official actions of the Board of Commissioners and assisting with the maintenance of records and documents for the county.

 

MAJOR DUTIES

 

• Attends monthly Board of Commissioners meetings and public hearings, other county-sponsored public meetings, records and transcribes minutes, secures approval, records in official minute book, prepares materials for meetings, and prepares public notices; ensures compliance with open meetings laws.
• Ensures that county policies and procedures are updated and codified.
• Maintains custody of county documents and official county seal.
• Follows legislation that affects county governments; works with Board of Commissioners to develop responses to legislative proposals.
• Responds to requests for information from other departments, government agencies, and the general public.
• Serves as County Legislative Coordinator (CLC).
• Prepares, publishes, and distributes all legal notices for the county.
• Follows up on statutory requirements for Commissioner training and assists Commissioners in meeting those requirements.
• Completes registrations and makes travel arrangements for Commissioners and department employees who attend conferences and/or meetings.
• Prepares and types memoranda, correspondence, and reports for the County Manager and Board of Commissioners; prepares resolutions, proclamations and letters for support for various agencies and organizations.
• Attends committee and department head meetings: prepares agendas, attends meetings, and records minutes; serves as executive assistant to the County Manager.
• Assists with preparation of the annual operating budget.
• Answers the telephone, takes messages, and provides information to callers regarding county government operations and practices.
• Attests county documents as required.
• Coordinates response to open records requests in compliance with state law.
• Receives complaints and/or concerns from the public and Board members; refers information to various departments or County Manager for corrective action; follows up on corrective action; develops replies to inquiries.
• Ensures county website is updated to reflect current notices, schedule of events, minutes and agendas.
• Performs duties as assigned by the County Manager.

 

KNOWLEDGE REQUIRED BY THE POSITION

 

• Knowledge of county ordinances, codes, policies, and procedures.
• Knowledge of bookkeeping and basic accounting.
• Knowledge of grant application and administration procedures.
• Knowledge of state and federal laws governing county government operations.
• Knowledge of modern office practices and procedures.
• Skill in operating such office equipment as a computer, calculator, typewriter, copier, transcription machine, and facsimile machine.
• Skill in establishing and maintaining records.
• Skill in oral and written communication.
• Skill in managing notices on county website and social media account(s).

 

SUPERVISORY CONTROLS

 

The County Manager assigns work in terms of general instructions.  The work is reviewed for accuracy, compliance with procedures, and the nature and propriety of the final results.

 

GUIDELINES

 

Guidelines include relevant state and federal laws, county ordinances, policies and procedures, and generally accepted accounting principles.  These guidelines are generally clear and specific, but may require some interpretation in application.

 

COMPLEXITY/SCOPE OF WORK

 

• The work consists of related technical and administrative duties.  The volume of duties performed and time constraints contribute to the complexity of the work. 
• The purpose of this position is to record the official actions of the county governing authority and assist with the maintenance of records and documents for the county.  Successful performance helps ensure the accuracy of county documents and efficient operation of the county government.

 

CONTACTS

                                                                     

• Contacts are typically with co-workers, other county employees, elected officials, other government employees, engineers, architects, consultants, news media representatives, and the general public.
• Contacts are typically to give or exchange information, resolve problems, and provide services.

 

PHYSICAL DEMANDS/ WORK ENVIRONMENT

 

• The work is typically performed while sitting at a desk or table, with intermittent standing or stooping.
• The work is typically performed in an office.

 

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

 

None.

 

MINIMUM QUALIFICATIONS

 

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a Bachelor’s Degree from an accredited college in a related field. Transcripts will need to be provided.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
• Possession of or ability to readily obtain certification as a County Clerk.