Job Summary: This position performs a variety of high-level administrative duties in support of the Mayor and City Council, the preparation and record keeping of Council meetings, actions and decisions; serves as custodian of official City records; prepares and submits a variety of official documents, records, legal materials, etc.; serves as the Open Records Custodian.
Class Characteristics: This is an appointed position to Mayor and Council.
Major Duties: The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below:
- Attends all meetings of the City Council; takes minutes and ensures minutes are accurately transcribed for permanent records; indexes minutes; and maintains related database files; prepares and distributes agenda; manages agenda software; ensures compliance with the state’s Open Records and Open Meetings acts;
- Maintains all official records, public notices, of the City including contracts, lawsuits, minutes, easements, property deeds, appraisals, codes, etc.; certifies copies of documents; drafts ordinances and charter revisions; submits all ordinances to Municipal Code for codification; publishes code of ordinances for the City; researches information from official records; and provides copies to City officials and the general public upon request;
- Oversees and maintains City’s record management systems; creates and maintains permanent files and records as required by law; researches records as needed; retains or destroys records as required by law;
- Coordinates elections with the Henry County Board of Elections;
- Performs general administrative duties for the Mayor and the City Council as needed or requested;
- Maintains confidentiality with all matters pertaining to the Mayor and City Council;
- Administers pavilion rentals for the City;
- Writes and processes ordinances, resolutions, staff reports, and legal advertisements;
Knowledge Required by the Position:
- Knowledge of modern records management systems;
- Knowledge of or ability to learn the legal requirements related to keeping and preserving council minutes and all official city records;
- Knowledge of or ability to learn the City’s organizational structure, departmental functions and inter-relationships;
- Knowledge of risk management;
- Skill in using a variety of computer programs for administrative functions;
- Ability to communicate clearly and effectively, orally and in writing;
- Ability to read, analyze and interpret complex documents;
- Ability to prepare clear and concise reports and maintain minutes and important records;
- Ability to maintain confidentiality and exercise considerable skill in handling sensitive information and data;
- Ability to establish and maintain effective working relationships with elected officials, city officials, employees and the public.
- Knowledge of computer programs: advanced Microsoft Office skills, especially Microsoft Word and Excel;
- Knowledge of modern office procedures and equipment;
- Consistently demonstrate ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary;
- Ability to take the initiative to make decisions/choices without direct supervision;
- Expert knowledge of or ability to learn City ordinances, policies and procedures;
- Ability to carry out oral and written instructions;
- Ability to maintain an organized office environment;
- Knowledge of basic accounting principles, practices and procedures;
- Ability to exercise judgment to resolve constituent inquiries.
Supervisory Controls: The work of this position is directed by the Mayor and City Council and is performed under the general supervision of the City Manager.
Guidelines: Guidelines include state and federal laws and regulations governing municipal administration; City and departmental rules and regulations, and City ordinances, policies and procedures.
Complexity: Work requires analysis and judgment in accomplishing diverse duties. Work requires the exercise of independent thinking within the limits of guidelines, policies, standards and precedents.
Personal Contacts: Contacts typically occur with co-workers, vendors, city attorney, elected officials, City employees and the general public.
Purpose of Contacts: Contacts are typically to give and exchange information, resolve conflicts, solve problems, and provide services.
Physical Demands: This work is performed indoors in an office setting and involves occasional light lifting.
Work Environment: This work is performed indoors in an office setting.
Supervisory and Management Responsibility: This position is responsible for managing and supervising the Deputy City Clerk, Records Coordinator, Administrative Assistant, and Exec. Asst. to Mayor and Council.
- The City Clerk co-signs all orders on the treasury with the Mayor and acts as the City's Elections Official and Records Manager.
- Performs other related duties as assigned.
Minimum Qualifications: Bachelor’s degree in business administration or a closely related field supplemented by five (5) years of experience performing responsible 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; must possess, or obtain within 12 months of hire, State of Georgia Municipal Clerk Certification; ability to accurately type a minimum of 45 words per minute; valid State of Georgia Driver’s License; valid Notary Public.
The City of Stockbridge is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all applicants and employees without regard to race, color, race, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin age, disability, genetic information, veteran status, or any other characteristic protected by federal, state or local law. The City complies with all applicable employment laws and makes decisions based on qualifications, merit, and business needs. Responsible accommodations will be provided to qualified individuals with disabilities in accordance with applicable law.
