The City of Norcross is looking for a Full-time
Deputy City Clerk. The purpose of this position is to give clerical support to the City Clerk and the Mayor and Council. A significant portion of time is also given in clerical support to the Office of the City Manager.
General Duties and Responsibilities:
Under the direction of the City Clerk, a variety of duties will be performed to assist these offices in the successful completion of work in the Executive Offices. The following list of duties will be performed as learned and assigned by the City Clerk.
Essential Duties and Responsibilities:
- Preparation of pre-agendas and agendas for all scheduled City Council Meetings, including maintaining electronic files for City Clerk and Council.
- Assist with preparing and submitting agenda items as needed.
- Assist in preparation of annual budgets for City Clerk and Mayor/Council.
- Verify and distribute ads in the Gwinnett Daily Post as required.
- Sort, copy and distribute faxes and mail for City Clerk, City Manager, Mayor, and Council.
- Maintain the event and meeting calendar for Mayor/Council and schedule use of Council Chambers, Community Room, and Conference Room.
- Assist with preparation of public hearing notices, meetings, etc., including posting of all notices for compliance with Open Records and Open Meetings Act. Post notices, agendas, and minutes to the website.
- Assist to ensure all information is available to the public in compliance with Open Records and Open Meetings Acts.
- Assist City Clerk with general and special elections as needed.
- Assist in updating, changing, and distribution of changes to ordinances of City Code.
- Assist in research and verification of contracts, agreements or City records as necessary.
- Assist City Clerk in preparations for city-related functions that are the responsibility of the City Clerk.
- Assists with City Elections; acts as the City’s Absentee Ballot Clerk and Deputy Elections Superintendent; helps to ensure that the entire election process is held without incident, legal notices are posted and supplies ordered
- In the absence of the City Clerk:
- Attend Department Head and Council Meetings,
- Sign and execute documents as authorized by Mayor and Council,
- Approve purchase orders and various bills for issuance and payment, and
- Answer the telephone, forward calls to officials and staff; provide information to the public, elected officials, department heads, and other City employees.
- Assist City Clerk in the establishment of a centralized filing system for all City departments.
- Specific License or Certification required: must obtain and maintain a valid Notary Public Certification, and Certification by the Georgia Municipal Clerks and Finance Officers Association (GMCA) as a Certified Clerk (or have the ability to obtain certification within two (3) years of employment).
Other Essential Duties:- Performs other related duties and special projects as assigned by City Clerk
- Must be able to work evenings and odd hours
- Knowledge of or ability to understand and interpret municipal laws, policies, codes, and regulations.
- Knowledge and ability to understand modern records management techniques.
- Knowledge or ability to learn the legal requirements related to keeping and preserving council minutes and all official records.
- Ability to read, analyze and interpret complex documents.
- Excellent knowledge of or ability to learn City Ordinances, policies, and procedures.
- Ability to exercise good judgment to resolve constituent inquiries.
Education and/or Work Experience Requirements:
- Associate degree or two (2) years of college or technical coursework required supplemented by three (3) years of experience performing administrative support and clerical duties for public officials; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
- State of Georgia Municipal Clerk Certification preferred but not required, valid State of Georgia Driver’s License
Additional Duties and Responsibilities:
Collaborates on work activities, presentations, and special projects with other City departments and other agencies such as Human Resources. May be asked for input to policy development/revision activities and are expected to explain/interpret policy. Any other duties as assigned by management.
Scope and Impact:
The work consists of related administrative and technical support tasks. The variety of tasks, frequent interruptions, and stringent timelines contribute to the complexity of the work. Considerable initiative and independent judgment are expected in resolving day-to-day problems, even where clear-cut guidelines are not available. The position has recurring work situations that involve having a very high degree of discretion. The need for accuracy and effective utilization of accepted programs and routines is high. Errors in judgment will waste resources and adversely impact performance. Incumbent operates independently and verifies the work of others. Work priorities are determined by the incumbent and then reviewed and agreed upon with the direct manager.
Communications/Customer Contact:
Contacts are typically with co-workers, local and state elected officials, employees, attorneys, employees from other governments and municipal associations, and the general public.
Contacts are typical to give and exchange information, resolve problems, and provide services.
Ability to communicate clearly and effectively with people in a courteous, tactful, and fair manner under all conditions. Ability to provide information and explanations of the processes and procedures of the department and municipal government to employees, human resources, and management.
Competencies:
Because of the matters involved in this office, the employee must ensure that they will hold strict confidentiality in all matters of job performance. They must be focused in order to maintain a high level of accuracy and have the ability to interact effectively with the public, elected officials, and staff members. The following attributes are necessary for completing the assigned tasks:
- Exceptional knowledge of business English, punctuation, spelling, and business math.
- Skill in operating modern office equipment, including copiers, fax machines, typewriters, and computers.
- Knowledge of general filing principles.
- Knowledge of general office procedures.
- Ability to compile, organize, prepare and maintain an assortment of records, reports, and information in an effective manner in accordance with departmental and/or governmental regulations.
- Ability to compose, edit and/or type correspondence, reports, agendas, charts, records, and other materials.
- Ability to comprehend and apply the regulations and procedures of the department.
- Ability to plan, organize and/or prioritize daily assignments and work activities.
- Ability to accurately maintain records and documents to reference codes and ordinances.
Working Conditions:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Frequently required to sit; use hands to finger, handle or feel; reach with hands and arms; and talk and hear clearly.
- Occasionally required to stand; walk; climb or balance, and stoop, kneel, crouch, or crawl.
- Occasionally lift and/or move up to 30 pounds.
- Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.
- The noise level in the work environment is usually low.
EOE/DFW; No phone calls please
