CHIEF DEPUTY COUNTY CLERK

Fayette County Administration; Fayetteville (GA); On-site; USD 35,000 - 43,000; Full time

Job summary

Fayette County Administration in Fayetteville, GA is seeking a full-time administrative specialist to support the County Administrator, County Commission, and Clerk's office. This role performs confidential and complex clerical duties, using advanced office skills and sound judgment to ensure procedures are followed.

Key tasks include transcribing minutes, preparing and posting agendas, notifying departments of actions, distributing documents, scanning minutes, maintaining resolutions, setting

Qualifications

• Specialized training in the field and basic high school education.
• 1–2 years of related experience or completion of an apprenticeship/internship.
• Clerk Certification is required.

Responsibilities

• Transcribes minutes for Board of Commissioners meetings and related sessions.
• Prepares and schedules agenda items for meetings; finalizes agenda and compiles supporting documents.
• Notifies departments of official actions following hearings, workshops, and sessions.
• Posts agendas, minutes, and notices on the county website and other locations as required by law.
• Disseminates documents approved by the Board to departments and files attachments to minutes.
• Scans minutes with attachments.
• Records resolutions and ordinances and maintains original files.
• Sets up public meeting and conference rooms.
• Responds to inquiries from officials, citizens, media, and others for information.
• Manages posting for the county website and prepares data reports.
• Directs interns as assigned.
• Prepares credit card reconciliations for Finance Department.
• Orders supplies and maintains inventory.
• Schedules use of conference rooms.
• Performs other related duties as assigned.

Education

High School Diploma

Clerk Certification

Job description

This is a full-time position with benefits. This position performs a variety of highly responsible, confidential, and complex administrative and clerical duties in support for the County Administrator, County Commission, and Clerk office. This position uses advanced skills to perform all assigned office responsibilities and exercises sound judgment in the application of county and department procedures. Performs certain duties in the absence of the County Clerk or as needed.

Major duties include but are not limited to:

1. 1. Transcribes minutes for Board of Commissioners meetings, budget meetings, and Executive Session meetings.
2. 2. Places, prepares, and schedules agenda items for the preliminary agenda meeting; finalizes agenda; ensures all supporting documentation is assembled.
3. 3. Prepares agenda of actions following public hearings, workshop meetings, special called meetings, and executive sessions according to state law; notifies each department of official actions taken.
4. 4. Posts agendas, action agendas, minutes, and public notices on county Web site and at other locations in accordance with state law.
5. 5. Disseminates documents approved by the Board to proper departments and agencies; ensures documents are made official attachments to the appropriate minutes.
6. 6. Scans all minutes with attachments.
7. 7. Records all resolutions and ordinances approved by the Board; maintains master list; maintains and files original resolutions and ordinances in Commission Office and records with the Municipal Code Corporation.
8. 8. Sets up public meeting room and conference room for meetings.
9. 9. Responds to inquiries from County Commissioners, the County Administrator, the County Attorney, department heads, citizens, members of the news media, and other officials for information, documents, materials, and data as requested.
10. 10. Disseminates memoranda, correspondence, and other documents in outgoing and interoffice mail.
11. 11. Manages posting for the county website and prepares webpage data reports.
12. 12. Directs the work of interns as assigned.
13. 13. Prepares, assembles, and submits credit card reconciliations to the Finance Department.
14. 14. Orders supplies and maintains inventory.
15. 15. Schedules the use of conference rooms.
16. 16. Performs other related duties as assigned.

MINIMUM QUALIFICATIONS

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
• Possession of Clerk Certification