City Clerk

city of americus; Americus (GA); On-site; USD 48,000 - 64,000; Full time

Job summary

The City of Americus is seeking a City Clerk to serve in the City Manager Department. The role involves custodianship of records, meeting coordination, budget support, procurement, IT liaison, and event management.

The clerk will prepare agendas for City Council meetings and ensure compliance with open records laws. The ideal candidate has an associate degree and at least four years of public administration or related experience, with Certifications valid in GA.

Qualifications

• Associate degree or two years of college in business, public administration, municipal government, or closely related field.
• Four years’ experience in public administration, business, or closely related experience.
• Required Certifications and Licenses valid in the State of Georgia.

Responsibilities

• Custodian of official city records.
• Provides secretarial/administrative support to senior city officials.
• Coordinates arrangements for meetings, including City Council meetings.
• Prepares agendas for City Council meetings under the direction of the City Manager.
• Maintains calendar/schedule of activities for the City Manager.
• Coordinates travel arrangements for city officials.
• Serves as liaison for building management and oversees building functions.
• Coordinates special events in the Rees Park Economic Development Center.
• Prepares budgets for building operations.
• Serves as backup contact for the City's web page and manages Special Activity Permitting.
• Prepares and maintains records pertaining to department budget, expenditures, and payroll.
• Handles procurement processes, including bid specifications and vendor management.
• Serves as IT Liaison, approves purchases of computer-related equipment.
• Maintains building security, keys, and city cell phones.
• Assumes the duties of the City Manager in their absence.
• Conducts special projects, prepares proclamations, and processes yearly contract bids.

Skills

Record management

Administrative support

Meeting coordination

Calendar management

Budget preparation

Procurement

IT liaison

Web page maintenance

Education

Associate degree or two years of college in business/public administration/municipal government

Tools

Microsoft Office Suite

Procurement systems

Web content management

Job description

The purpose of the City Clerk classification within the City Manager Department is to act as custodian of official records, managing tasks such as maintaining records, providing administrative support to senior officials, coordinating meetings, and overseeing building management and events. Additionally, they handle various responsibilities including web page maintenance, special permits, budget preparation, procurement processes, and IT liaison duties, demonstrating a comprehensive role within the city administration.

*The functions listed below are those that represent most of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

Record Management

• Custodian of official city records.
• Compiles and maintains records such as meeting minutes, ordinances, contracts, and legal documents.
• Certifies and attests to the accuracy and completeness of all City records.
• Provides public access to city records per open records laws.

Administrative Support

• Provides secretarial/administrative support to senior city officials.
• Screens calls, manages mail, and initiates appropriate actions.
• Records dictation, composes, edits, and proofreads correspondence and presentations.
• Keeps management informed of significant matters and messages.

Meeting Coordination

• Coordinates arrangements for various meetings, including City Council meetings.
• Prepares agendas for City Council meetings under the direction of the City Manager.
• Ensures compliance with laws and regulations governing public meetings.

Calendar and Schedule Management

• Maintains calendar/schedule of activities for the City Manager.
• Schedules appointments, meetings, interviews, conferences, and other activities.
• Coordinates travel arrangements for city officials.

Building and Event Management

• Serves as liaison for building management and oversees building functions.
• Coordinates special events in the Rees Park Economic Development Center.
• Prepares budgets for building operations.

Web Page Maintenance and Special Permits

• Serves as backup contact for the City's web page.
• Manages Special Activity Permitting and recommends for approval.

Budget and Procurement

• Prepares and maintains records pertaining to department budget, expenditures, and payroll.
• Handles procurement processes, including bid specifications and vendor management.

IT Liaison and Miscellaneous Responsibilities

• Serves as IT Liaison, approving purchases of computer-related equipment.
• Maintains building security, keys, and city cell phones.
• Assumes the duties of the City Manager in their absence.
• Conducts special projects, prepares proclamations, and processes yearly contract bids.

Education

Associate degree or specialized courses/training equivalent to satisfactory completion of two years of college in business, public administration, municipal government, or closely related field.

Experience

Four years’ experience in public administration, business, or closely related experience.

Special Certifications and Licenses

Required Certifications and Licenses Valid in the State of Georgia.

• None.

Physical Demand

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

• Sedentary Work – Involves lifting no more than 10 pounds at a time, and occasionally carrying objects weighing up to 5 pounds.

Work Environment (Unavoidable Hazards)

*Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

• None.

Americans with Disabilities Act Compliance

The City of Americus is an Equal Opportunity Employer. ADA requires the city of Americus to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.