The City of Covington is currently accepting applications for an Assistant City Clerk in the City Clerks Office with a starting hourly rate of $22.83 to a maximum hourly rate of $33.52 depending upon qualifications.
Qualified applicants must apply on our website by downloading an application packet at cityofcovington.org or apply in person at Covington City Hall, 2194 Emory Street, Covington, Georgia 30014. This position will remain open until 4:00pm on Friday September 6, 2024. The City of Covington is an Equal Opportunity Employer.
JOB SUMMARY
This position is responsible for assisting in preparing for and managing the functions of all Council meetings, recording actions in public meetings in accordance with State Law and parliamentary procedures, posting of meeting notices and maintaining public records.
This is skilled clerical work responsible for providing administrative support for the Mayor, City Manager, Deputy City Manager, and City Clerk. Work involves the performance of receptionist and typing duties for the Mayor and Council, City Manager and City Clerk and requires a thorough knowledge of departmental operations, policies, and procedures. The work requires confidentiality and discretion. Work is performed under the general supervision of the City Clerk and reviewed for accuracy, judgment, and overall content.
CAREER DEVELOPMENT
Deputy City Clerk
• Certified - upon completion of all necessary certifications
• Will receive a two-step pay increase after certification
• If currently certified, must have completed at least 1 year of employment with the City of Covington to receive two-step pay increase
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The duties below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Acts in the absence of the City Clerk to the City Council assuming responsibilities required to continue the operation of the office;
• Assists in providing confidential support to the Mayor, City Council, City Manager, Deputy City Manager and City Clerk.
• Prepares for and attending all official meetings of the City including Council Meetings, budget meetings, and work sessions and committee meetings as required;
• Takes comprehensive minutes and ensures accurate transcription; provides certifications of minutes and other documents;
• Assists with maintaining a comprehensive database indexing of minutes.
• Serves as receptionist for Mayor/Council, City Manager, Deputy City Manager, and City Clerk; receives and screens calls; resolves problems/complaints when possible;
• Responds to requests for information by referring calls to appropriate staff member, taking messages, or providing information according to instructions or knowledge of department operations, policies, and procedures;
• Schedules appointments for Mayor and City Clerk; call Directors, Department Heads, County officials, businesses, and others to transmit information from Mayor and City Clerk.
• Assists in properly maintaining all official City documents including records such as minutes, contracts, easements, and lawsuits.
• Receives and, whenever possible, resolves citizen complaints (including unusual and/or especially problematic issues) or directs to the appropriate department;
• Provides information to the public regarding Mayor’s Office and other City Services.
• Prepares council agenda and coordinates the assembly of council packets for all council meetings.
• Attends regular, special meetings, and work sessions of Mayor and Council, as needed.
• Prepares and advertises legal notices concerning council meetings, ordinances, agendas and special meetings in the newspaper and throughout the City;
• Files legal documents such as easements, grants, contracts, agreements, ordinances, etc.; sends ordinance updates to be codified.
• Receives and responds to requests for information from the Mayor and Council, City Clerk, Covington citizens, and the general public.
• Controls, inventories, and monitors all public records and archives of the City.
• Follows procedures for systematic retention, protection, retrieval, transfer, and disposal of records; reviews work on informational records to ensure completeness, accuracy, and timeliness.
• Serves as Notary Public for City of Covington official documents.
• Serves as the Assistant Open Records Officer for the City of Covington.
• Serves as the City’s Assistant Election Officer. Must be certified and recertified as the State requires to maintain the certification. Assists in ensuring Mayor and Council members abide by the required state filing every year. In an election year, ensures the City is compliant with State requirements for elections. Transmits all candidates’ information to the State by the required deadline. Serves as the assistant coordinator for City to ensure that all City elections are compliant with requirements of Newton County.
• Investigates, follows-up, and gathers information for service complaints and requests for information including records requested under the Open Records Act
• Provides public records and other information to citizens, the media, and other agencies as requested.
• Serves as Administrative Assistant to the Mayor/City Council and City Clerk; contacts them regarding upcoming events; arranges seminars, training sessions, and travel arrangements.
• Receives and responds to questions concerning purchasing and transferring ownership of City cemetery plots.
• Ensures that contracts entered into by Mayor and Council are appropriately executed and sealed.
• Maintains a professional working relationship with the general public, City Attorneys, other City Clerks, elected officials at all levels of government, department heads, City employees, the City Administrator, and federal officials.
• Assists with scheduling training and travel for Mayor/Council.
DESIRED MINIMUM QUALIFICATIONS
Education and Experience:
(A) Graduation from an accredited college or university with a Bachelor’s degree in business, public administration, or related field
(B) Five years of progressively responsible experience in municipal government administration
(C) Any equivalent combination of education and experience is acceptable.
KNOWLEDGE, SKILLS, AND ABILITIES:
• Knowledge of standard policies, procedures, programs and services in municipal government;
• Knowledge of state laws, practices and procedures relating to public records and public meetings in local government;
• Knowledge of City Ordinances;
• Knowledge of modern office practices, equipment, methods and procedures;
• Knowledge of parliamentary procedures in Robert’s Rules of Order;
• Knowledge of the completion requirements for Campaign Contribution Reports;
• Knowledge of the requirements of the certification of documents.
• Skill in effectively communicating, both orally and in writing;
• Skill in establishing and maintaining effective working relationships with elected officials, co-workers, City employees, the general public, business and community leaders;
• Skill in managing competing priorities on multiple projects;
• Ability to read, comprehend, and apply the State of Georgia Open Records Act and the State of Georgia Records Retention Schedule;
• Ability to comprehend, interpret and explain adopted codes, ordinances and policies that relate to City operations and programs;
• Ability to research and analyze detailed information, records and statistical data;
• Ability to prepare clear, concise and accurate documents;
• Ability to manage stressful situations;
• Ability to accurately maintain records;
• Ability to work under pressure and handle multiple priorities efficiently and effectively;
• Ability to work effectively in a political environment and deal with confidential, sensitive, and/or potentially volatile issues calmly and effectively;
• Ability to receive and maintain privileged information with a high degree of sensitivity and confidentiality.
SPECIAL REQUIREMENTS
• Must take State of Georgia Mandatory Training for New Clerks within 12 months of appointment.
• State of Georgia Municipal Qualifying Certification must be obtained within 6 months of appointment and recertified every election year.
• Certification as a notary public must be obtained after appointment to this position.
• Possession of a valid state driver’s license and a satisfactory Motor Vehicle Record (MVR).
TOOLS AND EQUIPMENT USED
Personal computer, including word processing, spreadsheet and database software; 10-key calculator; telephone; copy machine; fax machine.
PHYSICAL DEMANDS
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or operate objects, tools, or controls and reach with hands and arms.
• The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderately quiet.
The City of Covington is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
9/6/2024