Listing Summary

JOB SUMMARY:

This position manages a wide variety of administrative support duties at City Hall to include providing administrative support for the City Manager and Assistant City Manager, assisting with the purchasing process to include ordering, and maintaining inventory of supplies, the competitive bid process, i.e., receives bids, tracks bids, attends bid opening meetings, and other related duties.  This position also serves as the main point of contact for all Open Records Requests received; ensures compliance with State Law.  Also serves as the Superintendent of City Elections.  This position reports directly to the City Manager.

JOB DUTIES AND RESPONSIBILITIES:

Job duties include, but are not limited to the following:

-Prepares correspondence, forms, and reports as needed.  Utilizes all Microsoft office products and Outlook in the daily performance of duties as well as other software systems utilized by the city in the performance of assigned duties.

 -Assist with grant writing.

-Orders all office supplies/equipment for City departments.  Maintains inventory of basic office supplies, cleaning supplies, and breakroom supplies.

-Assists the City Manager, Assistant City Manager, SPLOST Projects Manager and department heads in the competitive bid process, i.e., receives bids, tracks bids, attends bid opening meetings, and other related duties.

      -Handle Annual reports related to GOMI.

      -Responds to Open Records Requests in accordance with State Law.

      -Receives requests through the city website, mail, or in person.

            -Enters requests into the ORR tracking system.

            -Assigns requests to the appropriate department/staff member.

            -Tracks timeline to ensure response is submitted within state law guidelines.

  -Sells surplus property via Gov Deals

            -Manages property insurance for city property

            -Manages Contracts and E-Verify

      -Serves as Superintendent of City Elections.
            -Ensures that City elections are conducted in accordance with Election Code and State
             Ethics Commission Rules.

           -Hires and supervises Election workers, election volunteers, and city staff involved in the
             election process.
 

     -Performs other duties of a similar nature as assigned.

 

REQUIRED KNOWLEDGE & SKILLS:

            Knowledge of

• Applicable policies, procedures, codes, and ordinances.
• Customer service principles.
• Applicable hardware, software, and peripheral devices.
• Basic office principles and equipment.
• Basic bookkeeping and accounting skills.
• Microsoft office products and Outlook email.
• Knowledge of Election Code and State Ethics Commission Rules.
• Knowledge of the Georgia Open Records Act.
• Knowledge of the City’s organizational structure, departmental functions, and inter-relationships.

Skill in

• Supervising election workers, volunteers and other staff as required during the elections process.
• Providing excellent customer service.
• Using all Microsoft Office products, i.e., Word, Excel, Power Point, and Outlook email.
• Organizing and handling a variety of assignments simultaneously.
• Prioritizing work and meeting deadlines.
• Skill in preparing and administering budgets.
• Skill in using independent judgment and discretion in the performance of assigned duties.
• Ability to read, analyze, and interpret complex documents.
• Time management; handling multiple tasks simultaneously.
• Ability to maintain confidentiality and exercise considerable skill in information handling, privacy of records and judgment.
• Ability to respond effectively to the most sensitive inquiries or complaints.
• Ability to establish and maintain effective working relationships with City officials, employees, and the public.
• Excellent written and oral communication skills and interpersonal skills as applied to interaction with co-workers, supervisor, and the general public sufficient to exchange or convey information and to receive work direction.
• Understanding and compliance with City policies, procedures, applicable codes, ordinances, and applicable state law.

PHYSICAL DEMANDS:

The work is typically performed in an office with the employee sitting at a desk with intermittent standing or walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing and repetitive motion.

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

MINIMUM QUALIFICATIONS:

High School Diploma, or G.E.D. with four (4) years of progressively responsible office experience, preferably in a local government setting, or an equivalent combination of education, training, and experience sufficient to successfully perform the essential functions of the job.  Excellent computer skills, customer service skills, and time management skills.

LICENSES AND CERTIFICATIONS:

Notary Public Certificate of Appointment

City Elections Superintendent Certification obtained through the State of Georgia, or the ability to obtain within the first year of employment. 

Interested candidates may apply online@www.cityoflilburn.com.  Questions may be directed to lakers@cityoflilburn.com.