Listing Summary

Position Information

The purpose of this classification is to perform highly responsible administrative work associated with the administration and maintenance of public records and assist with plans and preparations for BOC Meetings.  Serves as the County’s record retention manager.  By Resolution, appointed by the Board of Commissioners to serve as the Clerk but hired by and reports to the Deputy County Manager.
 

Job Summary

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.

Serves in official capacity as Custodian of the County Seal, records and documents; maintains County seal, attests the signature of the Chairman of the Board of Commissioners and places official seal of the county to signed documents, verifies or receives signatures of appropriate personnel for County documents, and notarizes when necessary. 

Coordinates the agenda for County Board meetings, which includes placing items on the agenda, forwarding confidential or sensitive information to appropriate parties for clarification, and finalizing agendas for distribution.

Processes electronic notices regarding Board decisions and other communications.  Ensures proper publishing of agenda notices to comply with Open Meeting Act requirement.  Responsible for timely posting of meeting agendas and meeting minutes at the official public notice location.

Attends Board meetings provides administrative support and prepares summary of meetings from notes and recordings made in actual meetings.

Assures adherence to ordinances, including (but not limited to) Open Records Act and Open Meetings Act.  Certifies ordinances, minutes of meetings, and resolutions as requested.

Coordinates and schedules meetings for the Board of Commissioners as necessary, ensuring availability of rooms, equipment, materials, refreshments, etc. as requested or otherwise deemed necessary.

Provides specific clerical support and data entry for official records on a timely basis in compliance with Georgia Code associated with actions by a majority of the Board of Commissioners and prepares follow-up correspondences to notify departments and/or individuals of actions required by the Board of Commissioners

Prepares Executive Agenda Summaries for the Board of Commissioners by reviewing all supporting documentation submitted for an Agenda Item. 

Handles request for information from the general public, County staff, and Elected or Appointed Officials. 

Maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.

Types, composes, transcribes, prepares, or completes various forms, reports, correspondence, lists, charts, performance evaluations, purchase requisitions, purchase orders, statistical reports, meeting notices, agendas, meeting minutes, notices, proclamations, resolutions, legal documents, or other documents.

Receives various forms, reports, correspondence, logs, lists, schedules, calendars, invoices, statistical data, time sheets, job applications, road inventory, minute books, catalogs, laws, regulations, ordinances, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, bookkeeping, case management, presentation, desktop publishing, calendar, Internet, e-mail, or other programs.

Communicates with County officials, Board members, employees, other departments, attorneys, vendors, the public, state/federal agencies, outside agencies, the media, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Performs notarization of documents as needed.

Maintains confidentiality of departmental documentation and issues.

Maintains a comprehensive, current knowledge of applicable laws/regulations; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.

Provides direction, training, guidance and assistance to employees; coordinates projects and daily work activities; organizes, prioritizes, and assigns work; monitors status of work, inspects completed work, and troubleshoots problem situations.

Performs customer service functions; provides information/assistance regarding County services, activities, procedures, timeframes, documentation, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.

Conducts research of department files, court/legal records, database records, electronic data sources, hardcopy materials, Internet sites, or other sources as needed.

Plans events such as groundbreaking ceremonies, dedication ceremonies, or other activities; coordinates framing of certificates, maps, or other documents.

Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary.


ADDITIONAL FUNCTIONS

State law (O.C.G.A. sections 36-1-24 and 36-45-20) requires anyone hired as of April 1, 1992, holding the title of "clerk" or performing the duties of a municipal/county clerk pursuant to the local charter, ordinance, or code shall attend a 15-hour mandated orientation training. The training consists of a basic overview of job duties and functions required of clerks. The 15-hour mandated training counts toward the 101 hours required for full certification.

Performs general/clerical tasks, which may include making copies, sending/receiving faxes, updating department documentation, sorting/distributing incoming mail, processing outgoing mail, or copying audiotapes of meetings.

Provides assistance to other employees or departments as needed.
 

Minimum Qualifications

Associate’s degree from an accredited college or university with course work emphasis in secretarial science, office administration, and personal computer operations; supplemented by six (6) years of progressively responsible experience and/or training that includes administrative oversight with work at an executive/senior level, in a financial environment and/or office administration (preferably in a municipal environment), customer service, record management, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.  Typing speed of 30 words per minute required.  Must possess and maintain valid State of Georgia Notary Public certification.