Deputy City Clerk

The City of Fairburn is seeking to fill a professional level and experienced Deputy City Clerk position. This position is responsible for processing documentation and provide administrative support to the City Clerk City Council and other department staff. Work may include performing research and maintenance of records; organizing and attending City meetings; preparing responses to Open Records Requests; managing forms and data related to City insurance policies; preparing documents and reports; filing records and documents; collecting and gathering information and data; and publishing notifications. Reports to the City Clerk.

Hiring Range: Depending on qualifications

Workdays/Hours: Monday Friday
8:00 a.m. - 5:00 p.m.; may be required to attend City Council meetings

JOB SUMMARY

The Deputy City Clerk is responsible for process documentation and provide administrative support to the City Clerk City Council and other department staff. Work may include performing research and maintenance of records; organizing and attending City meetings; preparing responses to Open Records Requests; managing forms and data related to City insurance policies; preparing documents and reports; filing records and documents; collecting and gathering information and data; and publishing notifications.

ESSENTIAL JOB FUNCTIONS

• Prepares meeting agendas and packets for City Council and Board meetings; attends City Council meetings; records and transcribes meeting minutes; distributes all documentation as appropriate.
• Establishes and maintains records in City Clerks office; creates and maintains permanent paper copies of files and records as required by law; scans records and documents for permanent records; researches records as needed; maintains Ordinance Reference Book; composes calculates yardage and types requests for record destruction as required by law.
• Researches issues to include City Codes Ordinances policies and procedures.
• Provides customer service; answers telephone and greets visitors; provides information and assistance regarding City departments services meetings events procedures or other issues; directs callers/visitors to appropriate personnel and records/relays messages; responds to questions/complaints researches problems and initiates problem resolution.
• Composes types prepares or completes various forms reports correspondence resolutions ordinances grant applications budget documents purchase requests purchase orders checks agendas meeting minutes public notices calendars indexes or other documents.
• Receives various forms reports correspondence budget reports minutes faxes ordinances resolutions licenses ordinances resolutions zoning maps directories policies procedures manuals reference materials or other documentation; reviews completes processes forwards or retains as appropriate.
• Serves as a Notary Public for the Office of City Clerk.
• Assist with administrative functions related to the City elections process during all regular and special municipal elections.
• Maintains a comprehensive current knowledge of applicable laws/regulations; reads professional literature; attends workshops and training sessions as appropriate.
• Performs other related duties as assigned.

Education and Experience:

Bachelors degree preferred; supplemented by three(3) years of related experience; or any equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this job.

Licenses or Certifications:

Valid State of Georgia drivers license;

Special Requirements:

Requires an acceptable general background check to include a local and state criminal history check and an acceptable driving record.

Requires satisfactory results from a pre-employment alcohol and controlled substance testing.

Knowledge Skills and Abilities:

• Knowledge of basic arithmetic operations. Ability to accurately record minutes of official meetings using handwritten notes and;/or automated recording devices.
• Ability to understand complex legal issues and requirements.
• Ability to research analyze data and compile information to create implement and enforce clear and concise reports records correspondence operating procedures legal documents business correspondence policies and other written material; ability to create clear accurate and effective and persuasive presentations using original or innovative techniques or style; ability to develop promotional materials; ability to compose high-level correspondence;
• Ability to effectively maintain and cross-reference automated and manual records in order to file and retrieve information efficiently.
• Ability to provide guidance assistance and/or interpretation to others regarding the application of procedures and standards to specific situations. Ability to apply principles of rational systems; to interpret instructions furnished in written oral diagrammatic or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Ability to gather compile and retrieve various forms of information documents and records.
• Ability to prepare clear and concise reports.
• Ability to analyze and resolve routine non-routine and complex problems evaluating alternative solutions and adopting effective course of action by applying or adapting established policies and procedures and through negotiation and counseling;
• Skill in effective inter-personal and public relations and customer service; excellent oral and written communication skills to satisfactorily resolve conflicts and issues; to explain established policies and procedures to employees and the general public.
• Skill in planning prioritizing and organizing work; ability to handle multiple work assignments and deadlines efficiently accurately and professionally;

PHYSICAL DEMANDS

The work is sedentary work which requires exerting up to 10 pounds of force. Work requires the ability to exert light physical effort which may involve some lifting carrying pushing and/or pulling of objects and materials of light weight. Tasks may involve extended periods of time at a keyboard or work station. Some tasks require the ability to perceive and discriminate colors or shades of colors and visual cues or signals. Some tasks require the ability to communicate orally.

WORK ENVIRONMENT

Work is performed in an office environment. Essential functions are regularly performed without exposure to adverse environmental conditions.

The City of Fairburn is an Equal Opportunity Employer. To perform this job successfully an individual must be able to perform the essential job functions compliance with the American Disabilities Act (ADA) reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential job functions. Prospective and current employees are encouraged to discuss accommodations with the employer.