Deputy Clerk of Commission

Athens Clarke County; Athens (GA); On-site; USD 38,000 - 54,000; Full time

Job summary

Athens-Clarke County government is seeking a Deputy Clerk of Commission to assist in maintaining official records and to act in the Clerk of Commission's absence. Responsibilities include agenda preparation, reception duties, file management, and coordination of public records.

The role requires an associates degree or equivalent experience, a valid driver's license, and timely completion of a Notary Public certification. Regular hours with potential evenings for meetings are expected.

Qualifications

• Associates degree in business, office administration, or related discipline or equivalent combination of education, training and experience.
• Must possess a valid driver's license.
• Notary Public certification within six months of hire.

Responsibilities

• Assumes responsibility of the Clerk of Commission in his/her absence in the office and Mayor & Commission agenda-setting and voting meetings.
• Creates electronic agenda file for the Commission and the public; copies and distribute agenda items; prepares paper agenda files for Mayor and public; and prepares the chamber for Mayor & Commission meetings.
• Posts agenda items and calendar items electronically on ACCGov’s Web site.
• Answers the telephone and forwards calls to officials and staff.
• Maintains master files, and receives and responds to open records requests.
• Prepares payroll time sheets for the department and enters them into the electronic payroll system.
• Establishes and maintains files on all contracts, deeds, and other governmental obligations.
• Notarizes official documents.
• Monitors and assists with budget; serves as the purchase card liaison; processes invoices electronically; and processes office supplies orders.

Job description

REPORTS TO: Clerk of Commission

FLSA STATUS: Non-Exempt

CLASSIFICATION: Personnel System - Requires successful completion of a six month probationary period.

PAY GRADE: 113

SAFETY SENSITIVE: No

Purpose of Job

The purpose of this job is to assist with the maintenance of the official records of the Athens-Clarke County Commission and to assume the responsibilities of the Clerk of Commission in his/her absence. Duties and responsibilities include, but are not limited to, assisting in preparing for meetings of the Mayor and Commission; serving as receptionist for the Clerk of Commission's office; performing typing, file maintenance, and routine administrative work; and performing additional tasks as assigned.

Job Related Requirements

WORK SCHEDULE: Monday - Friday, 8:00 a.m. - 5:00 p.m., occasional evening work may be required for Commission meetings

May be required to work on religious holidays.

Regular and predictable attendance is required.

Must work cooperatively with others.

When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy

Associates degree in business, office administration, or related discipline with two years’ experience in office administration or office records required; or any equivalent combination of education, training and experience which provides the requisite knowledge, skills and abilities for this job.

Must possess a valid driver's license.

Must possess or have the ability to acquire a Notary Public certificate within six months of hire.

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Assumes responsibility of the Clerk of Commission in his/her absence in the office and Mayor & Commission agenda-setting and voting meetings.
• Creates electronic agenda file for the Commission and the public; copies and distribute agenda items; prepares paper agenda files for Mayor and public; and prepares the chamber for Mayor & Commission meetings.
• Posts agenda items and calendar items electronically on ACCGov’s Web site.
• Answers the telephone and forwards calls to officials and staff.
• Assists the Mayor and Manager's offices in the absence of Executive Assistants; provides information to the public, elected officials, and other government employees as requested; and attends agenda-setting and voting meetings.
• Researches for other government departments and agencies as requested. Maintains master files, and receives and responds to open records requests.
• Prepares payroll time sheets for the department and enters them into the electronic payroll system.
• Establishes and maintains files on all contracts, deeds, and other governmental obligations.
• Notarizes official documents.
• Prepares to begin BAC application process. Gathers information from directors/chairpersons reference board members; creates and enters applications electronically on Web site for the public; and types letters and creates electronic files for Mayor & Commission for interviews.
• Processes authorizations for payments, travel requests, reimbursements, training requests, and accommodations for Commission members.
• Monitors and assists with budget; serves as the purchase card liaison; processes invoices electronically; and processes office supplies orders. Maintains vendor master file.
• Indexes minute books; maintains government monthly calendar; adds minutes and other data electronically on ACCGov’s Web site.
• Maintains records in Laserfiche program by scanning minutes and various documents.
• Receives, processes, forwards and/or replies to both incoming and outgoing office mail. Reviews, edits, composes and/or types correspondence, letters, lists, and/or forms, or any other documents.
• Performs related work as assigned.

Knowledge, Skills, and Abilities

• Knowledge of the policies, procedures, and activities of the Clerk of Commission's Office as they pertain to the performance of duties relating to the position of Deputy Clerk of Commission.
• Knowledge of the terminology used within the office.
• Knowledge of Unified Government functions and services; Unified Government rules and regulations relating to personnel, purchasing, and budgeting; and procedures and methods as required in the performance of duties.
• Ability to interact effectively with the public, elected officials, and staff.
• Ability to utilize standard word processing software programs.
• Ability to compile, organize, prepare, and maintain an assortment of records, reports, and information in an effective manner and according to departmental and/or governmental regulations.
• Ability to communicate effectively with supervisors and other staff members.
• Ability to compose, edit, and/or type correspondence, reports, agendas, charts, records, and other materials.
• Ability to use independent judgment in routine and non-routine situations.
• Ability to handle the required mathematical calculations.
• Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.
• Ability to plan, organize, and/or prioritize daily assignments and work activities.
• Ability to comprehend and apply the regulations and procedures of the department.
• Ability to accurately maintain records and documents and to reference codes and ordinances.
• Ability to operate standard office equipment such as a typewriter, telephone, copier, facsimile, and computer.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:

Must be physically able to operate a variety of machinery and equipment including standard office equipment such as a telephone, typewriter, computer terminal and printer, facsimile, and copier. Must be able to use body members to work, move, or carry objects or materials. Must be able to retrieve and pull records (file folders and/or boxes) from file cabinets and vault. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION:

Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION:

Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving assignments and/or directions from supervisors.

LANGUAGE ABILITY:

Requires the ability to read a variety of administrative reports and records, ordinances, codes, resolutions, minutes, and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare and/or type petty cash reports, authorizations for payment, agendas, calendars, and other administrative records using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to hear and speak to people with poise, voice control, and confidence.

INTELLIGENCE:

Requires the ability to learn and understand basic principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management.

VERBAL APTITUDE:

Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas, to add and subtract totals, to multiply and divide, and to utilize and determine percentages and decimals.

FORM/SPATIAL APTITUDE:

Requires the ability to inspect items for proper length, width, and shape, visually with standard office equipment.

MOTOR COORDINATION:

Requires the ability to coordinate hands, fingers, and eyes accurately in using a computer terminal and other office equipment. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as a typewriter, telephone, computer terminal, printer, copier, calculator, and other office equipment. Must have the ability to use one hand for twisting or turning motion while coordinating the other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION:

May require the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimum stress when confronted with an emergency.

PHYSICAL COMMUNICATION:

Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.

ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. ACCGov is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact Leah Jagatic, HR Coordinator, Human Resources, 762-400-6370 or [e-mail].