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- Assistant City Clerk and Human Resources Assistant
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JOB SUMMARY
This position provides professional administrative and program support to the City Clerk and Human Resources Director. Responsibilities include assisting with City Council agenda and meeting administration, municipal records and open records functions, elections and permitting activities, recruitment and onboarding processes, confidential personnel records, and other administrative operations of the Administration Department. MAJOR DUTIES
City Clerk Support Duties:
- Provides detailed administrative support to the City Clerk, City staff, and elected officials; assists with preparing agendas, assembling and distributing agenda packets, posting required notices, coordinating meeting materials, and supporting City Council meetings.
- Receives, logs, coordinates, and processes requests under the Georgia Open Records Act; reviews responsive records and assists with required redactions in consultation with the City Clerk and City Attorney, as appropriate.
- Processes solicitor permit applications and maintains related records in accordance with City ordinances and established procedures.
- Assists the Municipal Elections Qualifying Officer with municipal election administration, records, notices, candidate information, and related activities as assigned by the City Clerk.
- Coordinates meeting-room setup, technology, materials, and accessibility needs for City Council and other assigned meetings.
- Attends City Council and other assigned meetings; prepares draft minutes and maintains meeting records. Serves as recording clerk in the absence of the City Clerk, as assigned.
- Assists with the organization, indexing, retention, retrieval, scanning, preservation, and disposition of official City records in accordance with approved records-retention schedules.
- Maintains calendars, deadlines, correspondence, legal notices, resolutions, ordinances, contracts, and other records assigned to the City Clerk’s Office.
- Performs related duties as assigned.
Human Resources Support Duties:
- Provides professional, confidential, and detailed administrative support to the Human Resources Director.
- Assists with recruitment and selection activities by posting job announcements, responding to applicant inquiries, organizing application materials, scheduling interviews, and coordinating pre-employment requirements, including background checks, drug screenings, and other required documentation.
- Maintains accurate and current personnel files, records, forms, databases, and related documentation in accordance with applicable retention requirements and City procedures.
- Safeguards the confidentiality, integrity, and appropriate release of personnel and medical information in accordance with applicable laws, policies, and records-management requirements.
- Administers the random drug-screening selection and notification process; coordinates with department managers and directors to ensure selected employees complete testing within required timeframes and maintains related confidential records.
- Assists the Human Resources Director with periodic audits of personnel files, records, and employment documentation to verify completeness, accuracy, retention, and appropriate access.
- Participates in human resources projects and programs, including employee training, wellness activities, employee engagement initiatives, and related events.
- Schedules exit interviews and assists with separation documentation and offboarding coordination.
- Assists in updating the HR page on the City website.
- Prepares new-hire packets and coordinates onboarding forms, schedules, and required documentation.
- Responds to routine employee questions and refers policy interpretation, employee-relations matters, and other sensitive issues to the Human Resources Director.
- Performs related duties as assigned.
KNOWLEDGE REQUIRED BY THE POSITION
- Knowledge of the Georgia Open Records Act and Georgia Open Meetings Act, including requirements related to public access, meeting notices, minutes, records production, exemptions, and redaction.
- Knowledge of City ordinances, policies, procedures, organizational functions, and administrative practices.
- Knowledge of laws, schedules, and best practices governing municipal records retention, disposition, preservation, confidentiality, and disclosure.
- Knowledge of modern office administration, document preparation, filing systems, records management, customer service, and meeting support practices.
- Knowledge of website content maintenance and the use of standard office, records, agenda-management, and human resources information systems.
- Knowledge of human resources administration practices, including recruitment, onboarding, personnel records, confidentiality, and employment-related documentation.
- Skill in reviewing documents for completeness and accuracy and in applying established retention, confidentiality, and redaction requirements.
- Skill in communicating clearly and professionally, both orally and in writing, and in establishing effective working relationships with diverse internal and external contacts.
- Ability to manage multiple deadlines, exercise sound judgment, maintain confidentiality, and work independently within established policies and procedures.
SUPERVISORY CONTROLS
The City Clerk and Human Resources Director assign work in terms of general instructions, priorities, and established procedures. Completed work is reviewed for accuracy, compliance, confidentiality, timeliness, and the nature and propriety of the final results.
GUIDELINES
Guidelines include the Flowery Branch Personnel Policy, Official Code of Georgia Annotated, Georgia Open Records Act, Georgia Open Meetings Act, applicable records-retention schedules, federal and state employment laws, City ordinances, and departmental policies and procedures. These guidelines are generally clear and specific but may require interpretation and the exercise of judgment in application.
COMPLEXITY/SCOPE OF WORK
- The work consists of varied, detailed, and frequently confidential administrative duties supporting municipal clerk and human resources functions. Competing priorities, statutory deadlines, public-records requirements, changing laws, and the need for accuracy and discretion contribute to the complexity of the position.
- The purpose of this position is to provide coordinated administrative support for City Clerk and Human Resources operations. Successful performance helps ensure accurate public records, effective meeting administration, responsive service, secure personnel records, and efficient City administration.
CONTACTS
- Contacts are typically with employees, applicants, residents, elected and appointed officials, City Council, legal counsel, vendors, insurance representatives, other governmental agencies, and members of the public.
- Contacts are typically to provide assistance, exchange and obtain information, coordinate administrative processes, explain procedures, respond to records requests, and resolve routine or sensitive issues.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
- While performing the duties of this job, the employee normally works in an office environment, typically at a desk. The noise level in the work environment ranges from quiet while inside to loud when outside.
- While performing the duties of this job, the employee is: frequently required to reach with hands and arms, frequently required to sit, stand and walk, frequently required to talk (to convey information, ask questions, etc.), frequently required to hear ordinary conversations (such as questions from residents on the phone or in person), frequent lifting of light items utilizing proper body mechanics and techniques.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
This position has no formal supervisory responsibilities.
MINIMUM QUALIFICATIONS
- High school diploma or equivalent; an associate degree or higher in public administration, business administration, human resources, records management, or a related field is preferred.
- Valid Georgia driver’s license.
- Active Notary Public or have the ability to obtain a commission within 90 days of hire.
- Three (3) years of progressively responsible administrative support experience, preferably involving municipal government, public records, human resources, legal records, or executive-level support.
- Experience using Microsoft Office and electronic document, records, agenda-management,
website content, or human resources information systems.
- Ability to provide courteous and professional service to employees, elected officials, applicants, and members of the public.
- Ability to organize multiple assignments, meet statutory and administrative deadlines, maintain accurate records, exercise discretion, and protect confidential information.
- Must complete City-approved training applicable to municipal clerk support, including open records, open meetings, records retention and disposition, records management, document redaction, meeting and minutes administration, and continuing education as required by law. Human resources fundamentals and confidentiality training are also required. Municipal clerk certification is preferred and may be required based on assigned duties.
PAY GRADE
- Grade: 105
- Minimum Salary: $50,625.84
