Deputy City Clerk

City of Valdosta; Valdosta (GA); On-site; USD 50,000 - 75,000; Full time

Job summary

City of Valdosta is seeking a capable City Clerk Assistant to provide administrative support to the City Manager, Mayor and City Council. The role includes maintaining official records, preparing agendas, and publishing minutes, ordinances, and resolutions.

The position requires knowledge of Roberts Rules, open records and meetings laws, budget principles, and strong supervisory and communication skills. Experience of 1–3 years and a related BA are typical qualifications.

Qualifications

• Bachelor’s degree in a related field is required.
• Experience 1–3 years in a similar role or service is typical.
• Knowledge of records retention guidelines is required.

Responsibilities

• Assists with managing City Council meeting activities and agenda items.
• Attends City Council meetings and records minutes; finalizes ordinances and resolutions.
• Maintains a list of Council members’ term and election histories.
• Prepares ordinances for review and posts to the city website.
• Processes open records requests and manages records (Laserfiche).
• Assists with managing board/commission recruitment and scheduling.
• Prepares and publishes official notices and legal advertisements.
• Interacts with the Mayor and City Council in a professional manner.
• Acts as backup custodian of the City Seal and certifies official documents.
• Maintains Municipal Code Book and Land Development Regulations.
• Assists with biennial City elections and voter records as required.
• Prepares memoranda, correspondence, and reports.

Skills

Roberts Rules of Order

Open records laws

Open meetings laws

Budget management

Supervisory skills

Records retention

Computer software

Interpersonal communication

Oral and written communication

Education

Bachelor’s degree in related field

Job description

Description

This position is responsible for providing administrative support to the City Manager, Mayor and City Council and for serving as the assistant custodian of the City Seal and official city records.

• Assists with managing City Council meeting activities; collects and conducts initial review of agenda items; provides guidance to staff on agenda item preparation; prepares agendas and meeting notices.
• Attends meetings of the Mayor and City Council and records minutes; finalizes ordinances and resolutions for the record; ensures the publication of minutes, ordinances and resolutions.
• Assists with maintaining a list of City Council members' term and election histories.
• Prepares ordinances for review; maintains ordinance index; prepares approved ordinances for signatures; posts ordinances to city website.
• Processes open records requests. Responsible for all records management, both hard copy and electronic (Laserfiche), to ensure the proper retention, retrieval, and destruction of records according to all federal, state, and local requirements.
• Assists the City Clerk with managing the city board, commission, and committee recruitment, appointments, reappointments and scheduling.
• Coordinate the preparation and publishing of official City Council, board and committee meeting minutes via agendas and minutes software. Prepare and transmit legal notices/advertisements meeting deadlines in accordance with Georgia Statutes and/or the Code of Ordinances; keep up with changes in laws that affect the requirements; track and verify that each notice/advertisement has been printed correctly ad published on the proper date.
• Interact with Mayor and City Council members in a professional, courteous, and efficient manner, and respond to suggestions and guidance positively.
• Serves as the backup custodian of the City Seal; affixes the seal to documents as required; certifies and notarizes official documents; serves as custodian of official city documents, including contracts, minutes, ordinances, resolutions, etc.
• Assists with maintaining and updating the Municipal Code Book and Land Development Regulations.
• Assists with the biennial City elections for Mayor, City Council, City School Board and special elections as required; registers voters and maintains voter list; advises candidates on election rules.
• Prepares a variety of memoranda, correspondence and reports. Performs a variety of highly responsible, confidential, skilled, professional, and complex administrative and executive support-related tasks in relieving the City Clerk of administrative detail while using independent judgement.
• Answers telephone and greets visitors; provides information and assistance.
• Assists with budget proposals and manages approved funds.
• Administers a variety of city permit programs; receives and certifies petitions; schedules and publicizes public hearings.
• Act as City Clerk in the absence of the City Clerk.
• Perform related duties.

Requirements

• Knowledge of Roberts Rules of Order.
• Knowledge of state open records and open meetings laws.
• Knowledge of state and federal election laws.
• Knowledge of budget management principles and practices.
• Knowledge of supervisory principles and practices.
• Knowledge of records retention guidelines.
• Knowledge of computers and job-related software programs.
• Skill in the training and supervision of personnel.
• Skill in problem solving, prioritizing and planning.
• Skill in interpersonal relations.
• Skill in oral and written communication.
• Knowledge and level of competency commonly associated with the completion of a baccalaureate degree in a course of study related to the occupational field.
• Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with one to three years’ experience or service.