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City Clerk
POSITION TITLE: CITY CLERK
EXEMPTION STATUS: Exempt
JOB FAMILY: Executive
JOB LEVEL: 35
GENERAL POSITION SUMMARY: This is a highly responsible position involving varied administrative and technical responsibilities
POSITION RELATIONSHIPS
SUPERVISES: (TITLES) Deputy City Clerk
COST CENTER #: City Clerk
SUPERVISED BY: (TITLE) CITY MANAGER

GENERAL DUTIES AND RESPONSIBILITIES:

• Serves as custodian of official city records and public documents;
• Official recorder of all city council meetings;
• Coordinates legislative actions with other departments and agencies and being the first contact for public and other government officials.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Signs, certifies and preserves city ordinances, resolutions, contracts, reports and other documents; maintains files.
• Serves as official secretary and offers clerical support for the governing authority: prepares city council meeting agendas, issues meeting notices, records and preserves official meeting minutes and other official documents, and receives legal service of papers.
• Coordinates Mayor and Council off-site meetings and travel arrangements.
• Attests to the Mayor's signature on all contracts.
• Serves as Municipal Filing Officer and Superintendent of Elections.
• Maintains a status calendar for elected officials.
• Administers document retention/archive system for all city departments.
• Coordinates internal special city events.
• Serves as liaison between the Mayor/Council and city employees, the public and intergovernmental organizations.
• Maintains records on the members of various boards.
• Maintains budget for City Clerk as well as elected officials.

ADDITIONAL DUTIES AND RESPONSIBILITIES
• Performs other related duties and special projects as assigned by Mayor and Council and City Manager.

• Serves as backup for Human Resources.

JOB SCOPE
• The work consists of a variety of administrative and technical duties.

• The purpose of this position is to coordinate and supervise the maintenance of city records and legal transactions for the city. Successful performance helps ensure an effectively documented city administration.

• Responsible for securing, training and supervising election officials

COMMUNICATIONS/CUSTOMER CONTACT
• Contacts are typically with co-workers, local and state elected officials, employees, attorneys, employees from other governments and municipal associations and the general public.

• Contacts are typically to give and exchange information, resolve problems, and provide services.

COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience
• Four year baccalaureate degree in Political Science, Public Administration Business Management or related field and three to five years of related experience. Equivalent combination of education and experience.

• Ability to meet the requirements of a State of Georgia Certified City Clerk and the mandatory training requirements for election officials.

Knowledge, Skills and Abilities
• Knowledge of city’s geographic area, infrastructure, demographic and economic profile desired.
• Skill in operating modern office equipment.
• Skill in the use of word processing, spreadsheet and database management software.
• Skill in report preparation and records maintenance.
• Skill in written and oral communication and interpersonal relations.
• Skill in decision making and problem solving
• Skill in planning and directing diverse work activities and groups

Equipment and Applications
• Must be able to work evenings and odd hours;

• Personal computer and related software, including word processing and spreadsheet software; printer; calculator; telephone; and fax and copy machine.


JOB CONDITIONS: (SEE EXAMPLES BELOW)
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is:

• Frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear

• Occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl

• Occasionally lift and/or move up to 30 pounds

• While performing the duties of this job, the associate may be occasionally exposed to fumes or airborne particles and toxic or caustic chemicals

• Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus

• The noise level in the work environment is usually low