Listing Summary

 

REPORTS TO: City Manager

DEPARTMENT: Administration

CLASSIFICATION: Full-time regular

FLSA STATUS: Exempt

DATE APPROVED: December 10, 2024               LAST CHANGED: December 10, 2024

 

JOB SUMMARY:

The City Clerk serves as a vital link between the elected officials, city administration, and the public.  This position is responsible for maintaining official city records, coordinating city council meetings, and ensuring compliance with local, state, and federal regulations.  Furthermore, the City Clerk plays a key role in upholding transparency and accountability within the City of Hampton municipal government.  This position is appointed by the Council but supervised by and reports directly to the City Manager.

 

POSITION CONTEXT:

While performing the duties of this job, the employee may be required to sit, stand, talk, and operate a computer and telephone keyboard to reach, stoop, and kneel for an extended period of time. Light to moderate lifting is required. 

Major Duties:

 

• Provides support to City Manager, Mayor, City Council, and department heads as necessary to ensure effective administration and implementation of City-approved policies, and adherence to city ordinances; files various Federal and State reports; provides various reports to the City Manager as requested

 

• Attends regular and Special Called Council meetings; oversees or performs an accurate recording of the proceedings and preparation of the minutes, proper legislative terminology, indexing and filing for the public record; distributes information as requested

 

• In terms of recordkeeping and maintenance, maintains accurate and secure records of ordinances, resolutions, contracts, and all responsibilities in support of the Municode system to ensure compliance with all regulatory requirements

 

• Performs certification and recording for the City as required on legal documents and other records requiring such certification; seals and attests by signature to ordinances, contracts, easements, deeds, bonds, or other documents requiring City certification; catalogs and files all City records

 

• Ensure compliance with open meeting laws, public records laws, and other legal requirements affecting municipal operations

 

• Provides administrative support to the Mayor and Council; composes and types of various forms of written correspondence

 

• Responds to open record requests in a timely manner

 

• Serves as superintendent of City elections

 

• Administers the City charter, City ordinances and council actions

 

• Provides public records and information to citizens, civic groups, the media and other agencies as requested

 

• Updates City codes and ordinances after passage by the council

 

• Performs related work as required

 

• Manages travel arrangements for the City Council

 

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Knowledge of modern office practices, methods, equipment, and standard clerical procedures

 

• Knowledge of administrative practices and principles including goal setting

 

• Knowledge of City ordinances, City investment policies and bond agreements, property tax allocation, Federal and State laws governing local governments

 

• Knowledge of or ability to learn municipal laws, policies, codes, and regulations

 

• Knowledge of or ability to learn the legal requirements related to keeping and preserving Council minutes and all official City records

 

• Knowledge of supervisory and management practices

 

• Skill in the operation of modern office equipment

 

• Exceptional organizational and time management abilities

 

• Ability to understand complex legal issues and requirements

 

• Ability to complete internal core courses as determined by the City

 

• Ability to handle confidential matters with discretion professionally

 

• Ability to prepare clear and concise reports and maintain minutes and important records

 

• Ability to understand and follow oral and written instructions

 

• Ability to communicate clearly and effectively, orally and in writing

 

• Ability to establish and maintain effective working relationships with City employees, City officials and the general public

MINIMUM QUALIFICATIONS: 

Bachelor’s degree in business management, public administration or related field preferred; five (5) years related experience; State of Georgia Municipal Clerk Certification required; or any equivalent combination of education and public sector experience will be considered. Must achieve Georgia Municipal Clerk Certification within two years of employment (if uncertified with State of Georgia).

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

• Duties are performed primarily in an office setting and will routinely transition from sitting to a standing position.  Tasks will involve extended periods of time at a keyboard, and workstation.  The person in this position needs to move about inside the office to assist the City Manager, access file cabinets, office equipment, etc.
• The position will have frequent contact with others and may require prolonged periods of concentration and the ability to cope with numerous interruptions and changing priorities.  Physical ability to hear ordinary conversation, such as questions from the public, as well as other sounds, such as the telephone ringing, etc.

 EQUIPMENT USED:

• General office equipment including computer, scanner, printer, copier and telephone.
• Calculators, laptops, and tablets.

STATEMENT OF OTHER DUTIES DISCLAIMER:

 

The preceding job description does not constitute an employment contract. It has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this position. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job. Incumbent will perform other duties as assigned by immediate supervisor.