Assistant City Clerk

City of Beaufort; Beaufort (SC); On-site; USD 68,000 - 80,000; Full time

Job summary

City of Beaufort seeks an Assistant City Clerk under the City Clerk to perform municipal clerical duties, supporting City records, Council meetings, ordinances, minutes, and public notices. This role coordinates FOIA requests and serves as a primary contact for public-records inquiries.

The position requires accuracy, discretion, confidentiality, and the ability to interpret laws and policies. The Assistant City Clerk will work independently within policies and assist with agendas, minutes, and

Qualifications

• Requires high accuracy and attention to detail.
• Strong organizational and record-keeping abilities.
• Ability to handle confidential information with discretion.
• Professionalism and sound judgment in municipal matters.
• Excellent written and verbal communication.

Responsibilities

• Assist with administration of City records, agendas, and minutes.
• Support City Council meeting logistics and notices.
• Prepare and process ordinances, resolutions, and official documents.
• Coordinate FOIA/public-records requests and responses.
• Maintain records retention and confidentiality.

Skills

Attention to detail

Organizational skills

Discretion / confidentiality

Professionalism

Communication skills

Job description

Under the general direction of the City Clerk, the Assistant City Clerk performs responsible administrative, technical, and specialized municipal clerical duties in support of the operations of the City Clerk's Office. The position assists with the administration and maintenance of official City records, City Council and municipal meeting functions, ordinances, resolutions, minutes, public notices, boards and commissions, records management, and other statutory and administrative responsibilities of the City Clerk's Office. A significant responsibility of this position is the administration and coordination of the City's public-records requests under the applicable South Carolina Freedom of Information Act (\"FOIA\") and other applicable laws, regulations, and City policies. The Assistant City Clerk serves as a primary administrative contact for public-records requests, coordinates the identification and collection of responsive records, tracks requests and applicable deadlines, coordinates with City departments and personnel, assists with review and redaction of records, and coordinates the production and release of responsive records. The position requires a high degree of accuracy, organization, confidentiality, professionalism, discretion, and the ability to interpret and apply established laws, policies, procedures, and administrative requirements. The employee is expected to exercise independent judgment within established policies and procedures and to refer legal questions, complex exemption issues, disputed requests, and other matters requiring legal interpretation to the City Clerk, City Attorney, or other designated authorities. The Assistant City Clerk does not exercise supervisory responsibility over other employees.

Salary: $68,000-$80,000 (Depends on Qualifications)

City Clerk’s Office Administration

• Assists the City Clerk in the day-to-day administration and operation of the City Clerk's Office.
• Provides administrative and technical support to the City Clerk and City Council.
• Serves as a professional and courteous point of contact for residents, businesses, elected officials, City employees, governmental agencies, attorneys, and other members of the public.
• Responds to inquiries and provides information concerning City records, meetings, ordinances, resolutions, policies, procedures, and other matters within the scope of the Clerk's Office.
• Prepares correspondence, memoranda, reports, notices, forms, certificates, and other official documents.
• Assists in maintaining records in accordance with applicable records-retention schedules and City policies.
• Maintains confidentiality and exercises appropriate discretion concerning confidential, privileged, protected, or sensitive information.
• Assists with the preparation, organization, and distribution of City Council meeting agendas and agenda packets.
• Assists with preparation and posting of meeting notices and calendars in accordance with applicable law and City procedures.
• Assists with preparation and maintenance of City Council minutes and other official meeting records.
• Attends City Council meetings and other meetings as assigned or directed by the City Clerk or City Manager’s Office.
• Assists with recording, organizing, and maintaining official actions taken by City Council.
• Assists with preparation, processing, indexing, filing, and distribution of ordinances, resolutions, proclamations, agreements, contracts, and other official documents.
• Maintains legislative histories and official records of City Council actions.
• Assists with meeting room preparation and other logistical arrangements for City Council and municipal meetings.
• Assists with meetings of boards, commissions, committees, and other governmental bodies as assigned.
• Assists with ensuring that public meeting notices, agendas, calendars, minutes, and other required public information are posted, distributed, and maintained in accordance with applicable law and City procedures.
• Fulfills the duties of the City Clerk in his/her absence.

FOIA / Public Records Administration

• Handles the receipt, processing, and necessary correspondence for records requests filed under the South Carolina Freedom of Information Act, utilizing an integrated software solution to ensure efficient and accurate responses.
• Acknowledges requests and communicates with requesters regarding the status and processing of requests as appropriate.
• Reviews requests to identify the records, departments, offices, officials, or employees that may possess responsive records.
• Coordinates searches for responsive records with City departments, department heads, employees, elected officials, and other records custodians.
• Establishes and maintains tracking systems to monitor outstanding requests, deadlines, responses, fees, and records productions.
• Follows up with departments and records custodians to ensure timely responses to public records requests.
• Collects, organizes, indexes, and prepares responsive records for review and production.
• Reviews records for responsiveness and completeness.
• Coordinates the identification and application of established statutory exemptions and required redactions, subject to review by the City Clerk, City Attorney, or other designated authority when appropriate.
• Coordinates with the City Attorney regarding requests involving complex legal issues, exemptions, privileged materials, litigation, subpoenas, or other matters requiring legal review.
• Prepares draft correspondence and responses to public-records requests for review and approval as appropriate.
• Coordinates the electronic or physical production of responsive records.
• Administers the calculating, documenting, and communicating applicable research, retrieval, copying, production, or other authorized fees.
• Maintains documentation of searches, communications, determinations, redactions, fees, and productions associated with public-records requests.
• Maint