City Clerk

City of Statham

Job Description: City Clerk

EEO Function:

EEO Category: Professional
Status: Exempt

Pay Type: Salary

I. Chain of Command/ Reports To

Mayor

City Administrator

II. Job Summary

Provides professional and confidential administrative support to the City Administrator, Mayor, City Council, and other members of city management as required. Prepares records such as agendas, notices, minutes, resolutions and packets for meetings, and distributes materials in accordance with the law. Oversees and coordinates the City’s open records and ensures legal compliance with related procedures. Serves as the official custodian of the City seal and official records and ensures that the City is in compliance with records retention. This position requires strong communication skills; as well as organizational and project coordination skills. Requires the ability to work well with all levels of management, staff, and the public. This position requires a high degree of adaptability. Incumbent will be faced with a variety of duties and responsibilities on a day-to-day basis and will be expected to manage these appropriately. Demonstrates good judgment and professional behavior at all times. Normally receives little instruction on daily work and general instructions on newly introduced assignments.

III. Essential Duties and Functions

• Handles confidential files and materials.

• Assists the City Administrator and Mayor with the preparation of the Council

minutes, agendas, and supporting materials including public notification and
distribution of agenda packages,

• Posts all Notices of Public Hearings,

• Prepares and maintains Council agendas, proceedings, minutes, and actions.

• Performs follow-up activities resulting from Council meetings, including

transcribing and distributing minutes, and ensuring that resolutions and
ordinances are in proper format and notarized,

• Assists with the preparation of resolutions, ordinances, referendums,

charter amendments, and other related documents,

• Serves as the custodian for the City Seal, official records, and ensures that the City

is in compliance with record retention,

• Maintains the City Municipal Code.

• Maintains all necessary training and certifications as required by the State of Georgia.

• Monitors contracts and other agreements ensuring that they are signed and

recorded in a timely manner.

• Assists with the filing of annexations.

• Maintains files for City appointments to boards and committees.

• Serves as Financial Officer for Campaign Disclosure Forms and Statements

of Economic Interest as permitted by law.

• Coordinates and oversees the City's open records and ensures compliance

with related procedures.

• Receives and processes through the City Attorney all legal claims and lawsuits

against the City. Keeps the City Administrator, Mayor, and Council aware
of all pending and active actions.

• Assists the City Administrator with reports and research projects.

• Assists with public relations activities.

• Maintains the calendars of Mayor and Council as requested.

• Works with the Assistant City Clerk to process various expenses.

• Assists with the scheduling of training and travel arrangements for

appointed boards, the City Administrator, and elected officials.

• Serves on various committees, as appointed.

• Assists the City Administrator, Mayor, and Council with clerical support.

• Assists the City Administrator with employment and employee related duties.

• Monitors and ensures timely payment of all mandated state and

federal payroll taxes, process payments for automatic deposits,
deferred compensation, and other benefit plan payments.

• Reviews invoices and supporting documentation for proper authorization

and conformance to requirements; pays invoices through the
City's financial accounting system.

• Serves as the City's liaison with financial institutes.

• Oversees transfers to cover bond and debt payments.

• Performs other duties as assigned.

IV. Knowledge, Skills, and Ability:

• Knowledge and understanding of the City Charter.

• Knowledge and understanding of municipal filing requirements and

records management procedures.

• Knowledge of the Georgia Open Records Act.

• Advanced knowledge of Microsoft Word, Excel, PowerPoint, and Outlook.

• Ability to use City software as intended.

• Ability to maintain confidentiality.

• Ability to maintain good moral turpitude.

• Ability to correctly interpret and apply City policies.

• Ability to maintain and organize City documents.

• Ability to prepare and review financial documents.

• Ability to operate a variety of office equipment (phones, fax, printers, computer, etc.)

• Ability to proof documents for accuracy and completeness.

• Ability to coordinate and conduct complex, multi-phase projects and programs.

• Ability to facilitate group participation and consensus building.

• Skill in understanding and following oral and written instructions.

• Skill in establishing and maintaining effective working relationships

with City employees and the public.

• Ability to pass drug testing as noted in the City Personnel Policy.

V. Minimum Qualifications

• Notary Public Certification from the State of Georgia

• Must meet State law (O.C.G.A. sections 36-1-24 and 36-45-20)

• Georgia Municipal Election Training and applicable certifications

• Possession of Georgia Municipal Clerk is highly desired.

• Experience in municipal government is highly desired.

• No felony convictions.

• Ability to work evenings, weekends, and holidays as required.

• Administrative and Managerial experience in local government; or any

equivalent combination of education, training and experience which
provides the requisite knowledge, skills and abilities for this job.

VI. Physical Requirements

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and communicate effectively in writing and verbally. The employee frequently is required to stand, walk, sit for extended periods, and use the computer keyboard and mouse, operate heavy equipment and tools in outside environments. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

VII. Working Conditions:

This position works in an office environment.

VIII. Supervisory Controls/Responsibility:

May provide lead work direction to subordinates and guidance to other employees, providing assistance on assigned projects.

The above statements are intended to describe the general nature and level of work being performed by the person(s) assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. The approved class specifications are not intended to and do not infer or create any employment, compensation, or contract rights to any person or persons. This updated job description supersedes prior descriptions for the same position. Management reserves the right to add or change duties at any time.

Job Type: Full-time

Pay: $17.25 - $20.25 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Statham, GA 30666 (Preferred)

Work Location: In person

Salary : $17 - $20