Listing Summary

The City of Winder is accepting applications for Deputy Clerk.

The Deputy Clerk reports to the City Clerk or through the Chain of Command to the City Administrator. The Deputy Clerk provides administrative support for the Mayor and Council, City Administrator, and the City Clerk; maintains official City records; acts as City Clerk in the absence of the City Clerk; prepares and distributes Mayor and Council agenda packets; prepares minutes on an as needed basis for the Mayor and Council; assists the City Clerk in processing open records requests; and provides other administrative support, including but not limited to, preparing invoices for payment, purchase order requests, ordering of supplies, making travel arrangements, etc. 

Essential Duties and Functions:
• Assists in purchasing department materials and supplies; prepares purchase requisitions, and invoices for payment. 
• Receives, stamps, and distributes incoming mail, processes outgoing mail.
• Maintains appointment calendars and scheduling for supervisor and others as assigned.
• Composes and edits proclamations and memoranda requiring judgment as to content, accuracy, and completeness.
• Plans conferences, training sessions and meetings as needed, coordinates travel plans. 
• Acts as custodian of records; establishes and maintains filing systems; prepares, scans, files and maintains records.
• Assists in the development of notices, flyers, brochures, newsletters, media releases, and other informational materials; maintains scrapbook/record of articles.
• Provides support for staff meetings, Council meetings, and other board meetings as assigned; assists with preparation of agendas, agenda packets and presentations; copies supporting documentation, and assembles/distributes agenda packets; attends meetings to record the official minutes. 
• In the absence of the City Clerk, shall attend Mayor and Council Meetings, monitor and publish Council meeting video recordings; distributes agendas to the public, elected officials, City Administrator and City Attorney; distributes materials for the Council dais; answers questions from the public before/after meetings; transcribes and publishes meeting minutes; obtains original signed copies of approved contracts, deeds, minutes, resolutions, proclamations, ordinances and other documents. 
• Assists City Clerk with open records requests as required by law.
• Assists in updating Code of Ordinances; maintains and publishes new code supplements to ordinance books and Municode.  
• Maintains appointments of City boards, authorities, commissions & committees and advises Mayor and Council of subsequent term expirations and vacancies.
• Assists in coordinating the City’s records management and records retention policies; assists in organizing archive storage; assists in coordinating destruction of City documents in accordance with retention schedules.  
• Performs customer service functions in person, by telephone, by mail, by email, and by fax; provides information to the public regarding public meeting dates, agenda items, meeting minutes, ordinances, resolutions and proclamations; responds to questions/complaints; researches problem resolution and policy procedures. 
• Conducts research of Code of Ordinances, resolutions, proclamations, minute books, official records, electronic data sources, Internet sites, or other sources as needed.
• Maintains City website as assigned.  
• Performs notarization as needed: notarizes contracts, affidavits, and other documentation for City Council, City departments and the public.
• Communicates with the City Clerk, City Administrator, City officials, Department Heads, City Attorney, City organizations, the public, other municipalities, outside agencies, and other individuals as needed to coordinate work activities. 
• Attends workshops and training sessions as appropriate.
• In the absence of the City Clerk, may attest the Mayor’s signature and place the official City Seal on official City documents that have been approved by the Mayor and Council. 
• Performs other duties as assigned.

City Website: 
• Maintains the City’s website with regard to the City Clerk, City Council, Elections, Public Notices, Boards/Authorities/Commissions, and calendar of events pages.   

Public Notices and Follow-up Activities: 
• Prepares and posts public notices according to legal procedures and processes.
• Performs follow-up activities resulting from Council meetings (including the gathering of signatures needed for contacts, IGAs, MOUs, ordinances, minutes, resolution, etc.  

Ethics Filings and Elections: 
• Acts as Ethics Filing Officer in the absence of the City Clerk for the Georgia Government Transparency & Campaign Finance Commission (oversees the collection and  management of documents related to ethics filings for political candidates, including campaign contributions and financial disclosure). 
• In the absence of the City Clerk, serves as the City’s liaison for obtaining and posting election results. 
• In the absence of the City Clerk, oversees City elections in absence of any agreements or other designated positions. The Georgia Election Code (O.C.G.A. § 21-2-101).

Records Retention and Public Records Management: 
• Organizes, maintains, archives, and disposes of records according to Georgia law and the City’s records retention schedule.
• In the absence of the City Clerk, attests to the proper execution of all public documents.
• Monitors contracts and other agreements, ensuring they are signed and recorded in a timely manner.
• Assists in the open records process and ensures compliance with all related procedures. 

Licenses and Certifications Required:
• Notary Public Certification from the State of Georgia within three (3) months of employment.
• Georgia Crime Information Center (GCIC) certified within three (3) months of employment.
• Must meet State mandated training for clerks within twelve (12) months of employment.  State law (O.C.G.A. sections 36-1-24 and 36-45-20).
• Possession of certification as a Georgia Certified Municipal Clerk within thirty-six (36) months of employment, or in accordance with available/scheduled courses.
• Possession of a valid driver’s license. 

Qualifications: 
• High school diploma required. 
• Associate’s Degree from an accredited college or university with major course work in Political Science, Public/Business Administration,       Communications, Law, or a related field or two years of experience in local government. A Bachelor’s degree is preferred.   
• Three (3) years of experience performing professional administrative duties. 
• Never been convicted of a felony.
• A citizen of the United States or has obtained legal work status. 
• Must be able to pass a detailed background investigation.
• Must be able to pass a credit check.
• Work evenings, weekends, and/or holidays as required.

Please submit applications online at: https://www.cityofwinder.com