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Deputy Clerk to County Commission and Adminis

3 months ago

Gainesville, United States Hall County Full time
Job DescriptionJob Description

JOB SUMMARY:

Provides secretarial/administrative assistance to the Clerk to the County Commission (Clerk) and County Administration. Assumes the responsibilities of the Clerk in their absence. Responsibilities may include assisting in preparing meetings, performing typing, file maintenance, and routine administrative work.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Assumes the responsibilities of the Clerk in his/her absence.

Copies agenda items and assists in preparing electronic and printed materials for the commissioners.

Answers the phone, processes mail, provides information to the public and assistance within the scope of designated authority; receives and sends information to and from other agencies and jurisdictions.

Types memos, letters, reports, and general correspondence from rough draft and may personally compose routine replies.

Assists in the preparation of presentation materials for management as needed.

Assembles a variety of data from office records for incorporation into various departmental reports.

Assists elected officials, the general public, and other government employees with locating governmental records; copies documents as requested.

Establishes and maintains files on all contracts, deeds, and other obligations.

Prepares and maintains Government monthly meeting calendar.

Records meetings and transcribes recordings, dictation, and meeting minutes.

May file and index minutes, ordinances, resolutions, and agreements; maintain the record keeping of the Board minutes.

Assist in coordinating responses to Open Records Requests.

Notarizes official documents.

Prepares and maintains ongoing lists and logs; records various departmental statistics.

Assists management with various special projects or programs to include maintaining records and coordinating tasks.

Maintains and develops the electronic agenda process to improve document flow, reporting, and record keeping.

Assists with records retention.

Scheduled work hours will, at times, extend past the standard business day of 8 a.m. to 5 p.m. E.g. County Commission Work Sessions and County Commission Meetings.

Regular and predictable attendance is required.

Performs other duties as required.

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

High School diploma or G.E.D.

Minimum of three years administrative support experience including secretarial, bookkeeping or accounting experience required.

Associates degree in business, secretarial science, or related discipline preferred.

Licenses and Certifications:

Must possess or have the ability to acquire Notary Public status.

Certified Clerk or the ability to obtain such certification within six months of employment.

Knowledge, Skills, and Abilities:

Knowledge of general office practices and procedures including filing, indexing, bookkeeping, posting, records maintenance, etc.

Knowledge of the policies, procedures, and activities of the Clerk to the County Commission.

Highly skilled in the use of a computer and Microsoft Office suite.

Ability to type 40-50 w.p.m.

Ability to accurately and concisely record proceedings of meetings.

Ability to transcribe dictation, especially legal terminology.

Ability to assess and prioritize multiple tasks, projects and demands.

Ability to prepare correspondence on routine matters and perform routine office management with only general supervision.

Ability to maintain accurate and legible records of official business.

Ability to deal courteously and diplomatically with the general public.

Ability to establish and maintain effective working relationships with officials in local government and the private sector.

Ability to communicate clearly and effectively, orally and in writing.

ADA Minimum Qualifications:

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.

Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.

This class specification should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this specification.