Deputy City Clerk
Under the supervision of the City Clerk, performs a wide variety of administrative duties in support of departmental and City activities. Assists as required all duties of the City Clerk. Acts as customer service representative of the City.
Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions. These listed functions are not limited to all of the duties which this employee may be expected to perform.
Attends regular and special City Council meetings as needed; takes minutes of meetings and proceedings.
Attests to the Mayor’s signature on documents when required
Assists with maintaining City Charter and Code, including supplements.
Assists with the City’s records management system.
Issues City business licenses and calculates business license tax.
Assists with Elections.
Prepares various records and reports such as meeting minutes, annexations, deeds, voting lists, and business licenses.
Provides general administrative support.
Assists with accounting activities and financial reporting, revenue collections, budget, payroll, cash management, investment management, debt management and purchasing for the City.
Assists external auditors by preparing schedules and reports, providing needed data, and by responding to inquiries in the course of the audit.
Assists with the procurement or renewal of all City insurance policies.
Prepares various financial reports as required or requested.
Assists with payroll administration for all City employees and state/federal reports for payroll purposes.
Assists with all personnel/payroll records for each employee including employment application, personnel action forms, I-9 forms, personal data, compensation, tax data and performance reviews. Also responsible for EEOC and DOL requirements and for yearly auditing records.
Audits monthly insurance billing statements and codes premiums to each department budget.
Assists with worker’s compensation and COBRA programs.
Delivers accurate and timely daily customer service and interacts with customers regarding services.
Performs other duties and responsibilities as assigned.
Required Knowledge, Skills, Abilities and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
High school diploma or GED
A valid Georgia driver’s license is required.
Must be able to speak, write and understand English.
Must be able to abide by City Drug Testing Regulations and Personnel Regulations.
Must be capable of using common sense problem solving to deal with situations.
Must maintain a neat and clean appearance
Knowledge of standard policies, procedures, programs and services in municipal government.
Knowledge of administrative functions of a municipality, including personnel and purchasing.
Knowledge of parliamentary procedures in Robert’s Rules of Order.
Knowledge of Georgia Election Code.
Skill in effectively communicating, both orally and in writing.
Skill in establishing and maintaining effective working relationships with elected official, co-workers, the general public, business and community leaders.
Skill in operating modern office equipment.
Skill in recording and transcribing minutes of public meetings.
Ability to research and analyze detailed information, records and statistical data.
Ability to prepare clear, concise, and accurate documents.
Ability to manage stressful situations.
Ability to establish and maintain effective working relationships with employees, other city staff and the general public.
Ability to understand, interpret and carry out oral and written instructions.
Physical Demands and Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear, using hands to finger, handle, feel, or operate objects or controls; and reach with hands and arms. The employee is occasionally required to walk.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
This job is typically performed in an office environment.
Other Requirements:
State of Georgia certification as a municipal clerk must be initiated upon assuming duties of this classification.
Must be bondable by a surety company.
Certification as a notary public must be obtained after appointment to this position.