Deputy City Clerk

City of Union City•Union City, GA

1d•Onsite

About The Position

This position coordinates with the City Clerk in managing the day-to-day operations of the City Clerk’s office. The Deputy City Clerk plans and implements special events, coordinates and conducts City elections, researches and proposes administrative planning, and provides general assistance to the City Clerk, acting as the City Clerk in their absence. This role also involves preparing and distributing memorandums, drafting letters, providing support for the department budget, attending and recording City Council meetings, interpreting policies and laws, responding to public inquiries, and assisting with the compilation and editing of the City Council agenda packet. The position requires adherence to City policies and procedures, and may involve backing up the City Switchboard and Mail distribution, assisting with work orders, ordering office supplies, and assisting with the Youth Leadership Council. Additionally, the Deputy City Clerk maintains electronic and original tracking systems for contracts, minutes, ordinances, resolutions, and proclamations, manages various filing systems, serves as a liaison for Channel 22, and maintains onsite and off-site records.

Requirements

Bachelor’s Degree in Government Studies, Public Administration or a related field preferred
(3) to (6) years experience in a professional office is required or equivalent skill, knowledge, and experience
Georgia Notary Public must be obtained within (6 months of hire)
Interpret state and local laws, codes and regulations
Deal tactfully and diplomatically with government officials, politicians and the general public
Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions
Communicate effectively, both orally and in writing
Maintain effective working relationships with other City employees and supervisory staff

Nice To Haves

Possession of, or ability to obtain, a Certified Municipal Clerk certification from the International Institute of Municipal Clerks (IIMC) is desirable
Assistant Clerk certification must be obtained within (3 years of hire)
Previous City or County Clerk experience preferred

Responsibilities

Plan and implement Special Events of the City Clerk’s Office
Coordinate and conduct City elections; prepare election booklet and all forms necessary for candidates to run for office; ensure compliance of election laws, and other duties as directed.
Research and propose the development of long- and short-range administrative planning, goals and objectives
Provides general assistance to the City Clerk and when absent acts as the City Clerk
Prepares and distributes memorandums to Council and drafts letters to appointees
Provide significant support in the preparation and administration of the assigned department budget.
Attend and participate in City Council meetings; record proceedings; take and transcribe minutes of meetings
Interprets policies, procedures and laws as applies to the office activities
Responds to inquiries from the public, City Officials, and City staff regarding official City Actions as well as functions and processes related to the City Clerk’s Office; resolves problems and issues.
Assist with the compilation, preparation, and the edit of the City Council agenda packet including minutes, transcripts and action letters; monitor the agenda collection process, review and distribute Council agenda and documentation packet.
Performs all work duties and activities in accordance with City policies and procedures
Back up for City Switchboard and Mail distribution
Assist with the process work orders
Assist with the ordering of office supplies for City Clerk and City Council
Assist with the Youth Leadership Council
Maintain Electronic and Original tracking system for contracts, minutes, ordinances, resolutions and proclamations
Maintain various filing systems within the Department
Liaison for Channel 22 (public access channel)
Maintains onsite office records and records stored in off-site facility
Any other duties as assigned.