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City Clerk

Berkeley Lake


Listing Summary

City Clerk

General Purpose

Under general supervision of the City Administrator, assists with the daily operation of city government activities and support services. Welcomes visitors by greeting them, in person or on the telephone. Receives and responds to requests from members of the public. Maintains accurate city records.  Assists the City Administrator in implementation of City Council goals.  Performs the duties of the Municipal City Clerk, Court Clerk, and Superintendent of Elections.

Core Competencies

Action Orientation:  Able to persist and finish tasks and projects despite obstacles, or redirect when necessary; able to follow instructions, or take action and address opportunities with little supervision; able to take extra steps to prevent mistakes or create opportunities.

Information Seeking:  Able to gather information and differentiate essential from non-essential information; able to identify key sources and ask relevant probing questions; able to systematically obtain data through research; able to determine task or project requirements efficiently.

Listening, Understanding & Responding:  Able to use active listening skills or attend to non-verbal cues to better understand others’ perspectives, behaviors, or motivations; able to empathize with others’ needs and respond sensitively; able to use good judgment regarding the content, timing and best method of communication when responding, and respond to objectives successfully.

Customer Focus: Able to communicate courteously and proactively; able to efficiently learn citizens’ short- and long-term needs when applicable; able to see issues from a citizen’s position as well as from the city’s perspective.

Relationship Management:  Able to build rapport and trust with citizens, vendors and other city associates and to maintain those relationships with integrity and professionalism.

Personal Leadership:  Able to fulfill commitments; able to share knowledge and insight in an efficient and effective manner; able to accept change and help others adapt, able to adapt to external factors, and organize internal systems with long and short-term goals in mind.

Flexibility:  Able to adapt behavior; opinions, tactics, and strategies to different situations, individuals, or changing priorities.

Coaching: Able to provide instructions, suggestions, or demonstrations, and ensure that compliance requirements are clear; able to provide clear and specific feedback; able to deal effectively, efficiently, constructively and properly with citizens.

Personal Development: Able to accurately assess own performance and take responsibility for self-development; able to generate and implement short- or long-term self-development plans.


Primary Duties and Responsibilities:  

The following duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. An incumbent may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Customer Service

Receives incoming telephone calls and visitors. Ascertains the need of the customer and efficiently addresses those needs.

Septic Program

Manages septic systems inspection and service compliance program. Communicates with citizens and other staff members to ensure citizen compliance with program. Evaluates inspection and service documentation received from citizens to determine whether compliance has been achieved. Coordinates exceptions with City Marshal to ensure all applicable properties are in compliance.

Council Meetings

Documents and facilitates city council meetings. Prepares, posts and distributes agendas. Prepares meeting packets. Ensures legal requirements for public notice posting are met.

Ordinances & Resolutions

Ensures the process of creating an ordinance or resolution follows legal procedures and processes. May create or assist in the creation of documents, distribute them for amendments and revisions and publish them for the public to see when such documents are subject to public inspection, release and open records laws.

Records Management

Properly maintains public records and responds to open records requests in consultation with the city attorney and the city administrator. Organizes, maintains, archives and deletes records in accordance with Georgia law and the city’s records retention schedule.

Permit Issuance

Manages processing of permit/license applications; issues permits as required; maintains log of permits and filing system of documentation. Collects and records payments related to such activities.

Media Production Permits

Manages processing of permit applications; issues permits; maintains filing system of documentation. Collects and records related payments.

Occupation Tax Certificates

Manages distribution of applications for renewal; receives and processes applications for new and renewal occupation tax certificates. Maintains database and issues certificates. Records revenue in accounting system. Maintains filing system of documentation. Coordinates data with City Marshal to ensure all businesses are in compliance.

Alcohol Licenses

Manages distribution of applications for renewal; receives and processes applications for new and renewal alcohol licenses. Maintains database and issues licenses. Records revenue in accounting system. Maintains filing system of documentation. Coordinates data with City Marshal to ensure all businesses are in compliance.

Massage Therapy Licenses

Manages distribution of applications for renewal; receives and processes applications for new and renewal massage therapy license applications. Maintains database and issues licenses. Records revenue in accounting system. Maintains filing system of documentation. Coordinates data with City Marshal to ensure all businesses are in compliance.

Citizen Contact Information

Receives new and updated citizen contact forms. Enters new or updated information in database. Produces annual City Directory & Handbook and coordinates publishing with vendor.

Event Planning / Cultural

Coordinates event planning whether partially or in total for events such as Arbor Day, Earth Day, Independence Day, Fall Festival, etc. Coordination may include working the days of the events. Coordinates application for Tree City USA designation.

Facilities Coordination

Maintains calendar of conference room and auditorium availability; occasionally opens and monitors use of building during events.

Reporting

Coordinates reporting of information to federal, state and county governmental agencies. Coordinates local operations activity report creation.

Municipal Court

Coordinates communication with municipal judge and solicitor; prepares court docket; attends court. Maintains filing system of documentation. Processes and tracks payment of fines. Coordinates payment of mandated fees based upon fine revenues.

Administrative Support

Coordinates ordering of supplies; organizes filing systems; stocks areas of city hall that require those activities.

SAVE/e-Verify

Verifies eligibility for individuals or entities seeking a public benefit or contract using SAVE system. Verifies whether e-Verify participation is required for those same individuals or entities.

Ethics Filings

Handles the collection and management of documents related to ethics filing for political candidates including campaign contributions and financial disclosures.

Elections

Qualifies Candidates. Prepares for elections, including preparation of materials, ballots, and voting places. Recruits, selects, trains and supervises poll manager, assistant poll managers and other election officials. Supervises absentee and early voting.  Records election results and distributes to Secretary of State, officials and the media. Prepares and issues legal notices in a timely manner. Performs inventory of and orders supplies. Maintains training certification through the Secretary of State Elections Division.

Minimum Qualifications

  • Must be at least 18 years of age
  • Must be able to hear within the normal audible range (200 to 800 Hz) with or without correction
  • Must have 20/20 vision with or without correction
  • High School Diploma or GED equivalent
  • Must be a United States citizen
  • Must possess a valid Georgia Driver's License with a good driving history
  • Candidates must have a minimum of four years of fulltime customer service or related governmental experience or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.
  • Must strive to maintain a professional appearance and demeanor at all times and in all circumstances.
  • Ability to engage in complex communications.
  • Ability to use computer hardware and applications, e.g, word processing, spreadsheets, and database applications.
  • Mental capacity for: (a) making sound decisions and using good judgment; (b) writing, reading and comprehending; (c) communicating orally; (d) reasoning/analyzing; (e) performing calculations; and (f) demonstrating intellectual capabilities.
  • Ability to effectively handle a work environment and conditions which involve high levels of public contact, irregular work hours, and working closely with others.
  • Business writing, editing, and presentation skills.
  • Physical Requirements: Able to lift 50 lbs.

The occupational environment for this position is approximately 95% Office/5% Outdoor/Vehicle.

The duties listed herein 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.

The job description does not constitute an employment agreement between the employer and employee and is therefore subject to change by the employer as the needs of the employer and requirements of the job change.

Employment with the City of Berkeley Lake is at-will in accordance with Georgia law.

To apply for this position please complete and submit the application that can be found at the following link, https://berkeley-lake.com/Assets/Files/Docs/Administration/Human%20Resources/COBL%20-%20Application%20for%20Employment%20with%20Supplement.pdf

Applications can be emailed to deputy.admin@berkeleylake.com.

The City of Berkeley Lake is an EQUAL OPPORTUNITY EMPLOYER and does not discriminate against employees or applicants for employment because of race, color, religion, gender, age, national origin, genetic information, handicap, sexual orientation, sexual preference, gender identity or expression, or political affiliation.

Listing ends on:

5/14/2021