City Clerk

Job Summary

This is a professional level position performing secretarial, administrative and public relations support to the City Manager, Chief Operating Officer, Chief Financial Officer, City Attorney and the Mayor and Council Members.

Work involves responsibilities for performing difficult and varied clerical and public contact work for the City Manager, Chief Operating Officer, Chief Financial Officer, City Attorney, and the Mayor and Council Members. The employee in this position must be familiar with all phases of city government. Work is performed with some independence of action in preparing routine correspondence, giving information, receiving complaints, and performing other public contact work.

The City Clerk - Executive Assistant reports directly to the City Manager.

Essential Job Functions

This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

• Performs varied secretarial/administrative support and public contact duties for the City Manager, Chief Operating Officer, Chief Financial Officer, City Attorney, and the Mayor and Council Members.
• Maintains and updates all official documents of the City, including municipal codes, etc.; and contracts, records, minutes, ordinances, resolutions, deeds, easements, and annexations and prepares for scanning, as well as computerization of all municipal documents.
• Maintains a professional working relationship with the Mayor and Council, City Manager, Chief Operating Officer, Chief Financial Officer, City Attorney, other city clerks, elected officials at all levels of government, department directors, City employees, and the general public.
• Responds to applicable open records requests.
• Responds to requests for information from other municipalities, state officials, or state and/or state and federal legislative offices.
• Assures the Mayor and Council prepare their respective Personal Financial Disclosure Statements annually and Campaign Contribution Disclosure Reports semi-annually to comply with State Ethics requirements; and return to City Manager for review and submission to the State Ethics Commission.
• Plans and coordinates City elections in conjunction with Rockdale County Board of Elections.
• Serves as Municipal Elections Superintendent - and/or serves as liaison with Council-appointed Elections Superintendent.
• Sends notice to local newspaper for publication in legal and main sections regarding candidates' qualifying fees for election, call of election, and other required election notices.
• Prepares and submits election-related documents to the State Ethics Commission and the Secretary of State as required by the State Ethics Commission and the Secretary of State.
• Receives and refers citizen complaints to the appropriate department as necessary.
• Sends ordinances to publisher for codification of the City of Conyers Code of Ordinances, and distributes ordinance supplements to respective City personnel, City Attorney, etc.
• Prepares/compiles and distributes agenda for Council meetings and/or committee meetings to Mayor and Council, City Attorney, and City Manager.
• Sends respective agendas to Department Directors, local media, and posts to website.
• Notifies local media for publication of Council meetings and committee meetings - and posts to website.
• Takes minutes of Council meetings and committee meetings and prepares for Council/Committee Chairman approval and distributes accordingly.
• Posts all meeting agendas, summaries, and approved meeting minutes, ordinances, and resolutions to the City's website.
• Makes travel/conference arrangements for City Manager and the Mayor and Council Members.
• Aids the Chief Financial Officer and Chief Operating Officer in preparing for the Mayor and Council retreats.
• Maintains calendar for the City Manager and the Mayor.
• Processes invoices/requisitions/purchase orders for City Manager, Chief Operating Officer, City Attorney, the Mayor and Council Members.
• Schedules appointments for City Manager and Mayor and Council Members.
• Files and retrieves correspondence and records and sees that proper distribution and disposition of notices, memoranda, directives and related material are made.
• Collects and compiles information for the City Manager, Chief Operating Officer, City Attorney, and the Mayor and Council Members as requested.
• Maintains confidential matters with discretion.
• Maintains master list of City of Conyers "Boards" that includes the Conyers Convention & Visitors Bureau, Conyers Downtown Development Authority, Development Authority of Conyers, Historic Preservation, Housing Authority of the City of Conyers, Conyers-Rockdale Planning Commission, and Zoning Appeals and Adjustments; and follows up on expiration of respective term.
• Attends all official City meetings and committee meetings as required.
• Assists other departments when needed.
• Performs related work as required.

Minimum Qualifications

Education: Completion of a 4-year college degree or its equivalent. An equivalent combination of education and experience is acceptable.
Licenses(s): Valid Georgia Driver's License, Class C.

Certification(s): Municipal Clerk training/certification, or ability to obtain.

Completion of Filing Officer Compliance Certification, or ability to obtain.

Notary Public Certificate, or ability to obtain.

Knowledge, Skills and Abilities:

Knowledge of:

• Knowledge of the City Code.
• Knowledge of State Ethics Commission Rules and the Ethics in Government Act.
• Knowledge of the Georgia Election Code and the rules of the State Election Board.
• Knowledge of the State of Georgia Open Records Act.
• Knowledge of the State of Georgia Records Retention Schedule.
• Knowledge of the Voting Rights Act and reporting requirements.
• Thorough knowledge of modern office practices and procedures, business English and spelling.
• Knowledge of the Personnel Rules and Regulations of the City.
• Knowledge of (familiar with) the operations of all City departments.
• Knowledge of the care, maintenance and operation of various office equipment and machinery
• Extensive knowledge of Microsoft Word, Excel, and PowerPoint.

Skills and Abilities:

• Skill in the operation of a personal computer and software applications.
• Skill in verbal and written communication skills.
• Ability to make minor decisions in accordance with the laws and ordinances that affect the City.
• Ability to attend Municipal Clerk Certification training seminars.
• Ability to attend Municipal Elections training seminars.
• Ability to prepare effective correspondence on routine matters.
• Ability to establish and maintain effective working relationships with other employees, public officials and the general public.
• Ability to work at a typical desk for extended periods of time.
• Ability to multi-task.

Pay Grade:

911

Salary:

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