Deputy County Clerk/Senior Secretary

SUMMARY : This position assists and supports the performance of the County Clerk to the Board of Commissioners. These duties can include assisting the Clerk with the maintenance of official County documents, coordinating and maintaining a permanent record of Board actions including historical and current official records, and researching and preparing various reports and other office activities w ork involves extensive contact with other departments, agencies, elected officials and the general public that requires a high level of discretion and often requires the use and handling of confidential information.

ESSENTIAL JOB FUNCTIONS :

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.

Acts in the absence of the County Clerk to the Board of County Commissioners assuming responsibilities required to continue the operation of the office including preparing agendas for Board meetings, gathering information for meeting agenda packets, and notifying Commissioners, appropriate County staff, news media, and other interested parties of dates and times of Board meetings; attends Board meetings, hearings, workshops, etc., as directed by the Clerk.

· In absence of the Couty Clerk, the Deputy Clerk will facilitate Work Sessions, Commission Meetings and any meetings involving BOC

· Assists with indexing and preparation of minutes as historical account for public inspection.

· Prepare follow-up correspondence to notify departments and/or individuals of actions required by Board.

· Inform news media and/or general public of Board actions in response to inquiries or as otherwise deemed appropriate.

· Assists the County Clerk in keeping up-to-date information on all County Board and Commission appointments and advertisements as well as the preparation of letters of appointment, reappointment and appreciation.

· Assists the County Clerk in answering inquiries and must be familiar with the County ordinances and Georgia General Statutes that deal with local and County rules and laws in order to adequately assist the Clerk, Commissioners, staff and general public.

· Assist the County Clerk with coordinating meetings for Commissioners and other officials as necessary, ensuring availability of rooms, equipment, materials, refreshments, etc., as requested or otherwise deemed necessary.

· Assist the County Clerk with obtaining necessary document signatures and tracking return of all documents.

· Assist the County Clerk with clerical support for joint meetings held by Commissioners.

· Assist in preparing County Clerk Certification of ordinances and/or other county documents upon request.

· Exercising judgment in the content and formatting of correspondence and reports related to specific and ongoing essential functions of the work unit

· Research County records and prepare correspondence to fulfil Open Record Request with compliance to the Open Records Act.

· Maintaining confidentiality and exercise discretion in performing assigned job duties

· In the absence of the county clerk, review and approve requisitions in New World.

The Deputy Clerk utilizes various computer software programs including word processing, spread sheet, county financial program, and file maintenance programs to enter, store, and/or retrieve and format information as requested or otherwise necessary.

Performs other related work duties as required by the County Clerk for Dept. 110 such as:

• Assists in answering and directing telephone calls, greeting and directing visitors for the Board of Commissioners’ office;
• Managing the flow of information between the citizens of Douglas County and the District Commissioners’ Legislative aides;
• Assists in scheduling and coordinating meetings, training, conferences and travel for the District Commissioners;
• Generating correspondence;
• Assists in Producing monthly expense reports;
• Maintaining necessary electronic and paper files of all documents;
• Enters requisitions for Dept 110 and Special GL Accounts;
• Distributing mail daily; and
• Performing other duties as required.

EDUCATION and/or EXPERIENCE:

· Bachelor’s Degree preferred from an accredited college.

· Three years of administrative experience in local government.

· An equivalent combination of education and experience may be considered

CERTIFICATES, LICENSES, REGISTRATIONS:

Possession of a valid State of Georgia driver's license (Class C) and a satisfactory Motor Vehicle Record (MVR).

Deputy County Clerk is required to complete the 15-hour State mandated training for County Clerks. Requires the completion of the 101 hours of County Clerk certification within the first three years of the Deputy Clerk role.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of or ability to learn county and department operations, ordinances, policies, procedures, terminology, and materials as they relate to assignment

· Knowledge of business English, spelling, and grammar

· Knowledge of basic business mathematics: addition, subtraction, multiplication, and division

· Ability to handle confidential information professionally and to exercise discretion in performing assigned job duties; inability to maintain confidentiality will be grounds for dismissal

• Ability to remain composed, professional, and pleasant in a stressful, fast-paced, high-volume environment

· Knowledge of the functions and organization of the County government

· Knowledge of the Roberts Rules of Order as related to meetings and public hearings

• Knowledge of legal processes and terminology if required by assignment
• Knowledge of administrative principles, practices, standards, terminology, and software; payroll; purchasing
• Skill in creating, maintaining, and organizing accurate, detailed, and complete records in accordance with standard record-keeping procedures
• Skill in effective inter-personal and public relations and customer service; excellent oral and written communication skills to satisfactorily resolve conflicts and issues, and to explain established policies and procedures to employees and the general public
• Skill in performing tasks which require attention to detail, and completing assigned jobs efficiently and correctly

· Skill in planning, prioritizing, and organizing work; ability to handle multiple work assignments and deadlines efficiently, accurately, and professionally

• Ability to communicate and interact clearly and effectively with all those contacted in the course of work in a professional and courteous manner, both orally and in writing; establishing and maintaining effective, professional, and cordial working relationships
• Ability to make sound, independent decisions within policy guidelines by exercising good judgment and intelligent situation-assessment

· Ability to reconcile data; make necessary additions, revisions, and updates

• Ability to research, analyze data, and compile information to create clear and concise reports, records, correspondence, and other written material; ability to create clear, accurate, and effective presentations; ability to compose high-level correspondence

· Ability to resolve routine and non-routine problems and complaints by applying or adapting established policies and procedures

· Ability to work independently in the absence of specific instructions or direct supervision.

· Ability to establish and maintain effective working relationships with County employees, County officials, and the general public.

TOOLS AND EQUIPMENT USED:

Personal computers Photocopiers Mondo Pad Calculators

Telephones Scanners Assorted modern office equipment

PHYSICAL DEMANDS : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk and hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand and walk.

The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.