The purpose of this classification is to provide highly responsible secretarial, administrative, and clerical support. Work involves providing administrative and clerical support functions to the City Clerk. Employees in this class are in highly visible positions requiring frequent communication with all levels of City government, external agencies and businesses, the media, and the public.
ESSENTIAL JOB FUNCTIONS
- Support the vision, mission and principles of the city and the City Clerk's Office.
- Prepares and assists with reports, correspondence, agenda and agenda packet materials, and other documents in the absence of the City Clerk.
- Transcribe minutes of the council meetings, ethics, and retirement boards.
- Maintains resolutions and ordinances adopted and distributes to all departments.
- Assists in the preparation of ordinances and resolutions that are being proposed by the governing body for approval; notifies the legal organ of meetings, dates, and times.
- Process Open Records Requests through JustFIOA and accordance with Georgia Sunshine Laws.
- Required to attend meetings of Mayor and Council; staff meetings; retirement board meetings; and Mayor and Council retreats in the absence of the City Clerk.
- Makes reservations and travel arrangements; and coordinates logistical arrangements meetings, retreats, and Mayor's Christmas Party (i.e., conference rooms, catering, etc.)
- Assist with registrations for training, process expense reports, process Executive Office and Mayor and Council invoices for payment.
- Establishes and maintains a variety of files and records, to include both automated and manual files.
- Manage and maintain the records retention for the city.
- Operates a personal computer, telephones, copiers, and other general office equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.
- Performs other related duties as required.
Education and Experience:
Requires an associate degree with secretarial or business coursework; and three (3) years of closely related experience that includes progressively responsible experience performing executive secretarial work, or equivalent combination of education and experience.
Georgia Clerk’s Certification or the ability to obtain within 3 years.
Knowledge, Skills, and Abilities:
- Ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.
- Ability to apply principles of persuasion and/or influence over others in a supervisory capacity.
- Ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
- Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
- Ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; ability to utilize principles of fraction; ability to interpret graphs.
- Ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
- Ability to exercise judgment, decisiveness, and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
The work is sedentary which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.
- Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction . Ability to receive detailed information through oral communication, and to make the discrimination in sound.
- Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
- Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
- Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
- Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
Work is performed without exposure to adverse environmental condition.