Deputy Clerk of Commission

Unified Government of Athens-Clarke County•Athens, GA

22h•Onsite

About The Position

The purpose of this job is to assist with the maintenance of the official records of the Athens-Clarke County Commission and to assume the responsibilities of the Clerk of Commission in his/her absence. Duties and responsibilities include, but are not limited to, assisting in preparing for meetings of the Mayor and Commission; serving as receptionist for the Clerk of Commission's office; performing typing, file maintenance, and routine administrative work; and performing additional tasks as assigned.

Requirements

Associates degree in business, office administration, or related discipline with two years’ experience in office administration or office records required; or any equivalent combination of education, training and experience which provides the requisite knowledge, skills and abilities for this job.
Must possess a valid driver's license.
Must possess or have the ability to acquire a Notary Public certificate within six months of hire.
Knowledge of the policies, procedures, and activities of the Clerk of Commission's Office as they pertain to the performance of duties relating to the position of Deputy Clerk of Commission.
Knowledge of the terminology used within the office.
Knowledge of Unified Government functions and services; Unified Government rules and regulations relating to personnel, purchasing, and budgeting; and procedures and methods as required in the performance of duties.
Ability to interact effectively with the public, elected officials, and staff.
Ability to utilize standard word processing software programs.
Ability to compile, organize, prepare, and maintain an assortment of records, reports, and information in an effective manner and according to departmental and/or governmental regulations.
Ability to communicate effectively with supervisors and other staff members.
Ability to compose, edit, and/or type correspondence, reports, agendas, charts, records, and other materials.
Ability to use independent judgment in routine and non-routine situations.
Ability to handle the required mathematical calculations.
Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.
Ability to plan, organize, and/or prioritize daily assignments and work activities.
Ability to comprehend and apply the regulations and procedures of the department.
Ability to accurately maintain records and documents and to reference codes and ordinances.
Ability to operate standard office equipment such as a typewriter, telephone, copier, facsimile, and computer.
Must be physically able to operate a variety of machinery and equipment including standard office equipment such as a telephone, typewriter, computer terminal and printer, facsimile, and copier.
Must be able to use body members to work, move, or carry objects or materials.
Must be able to retrieve and pull records (file folders and/or boxes) from file cabinets and vault.
Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving assignments and/or directions from supervisors.
Requires the ability to read a variety of administrative reports and records, ordinances, codes, resolutions, minutes, and informational documentation, directions, instructions, and methods and procedures.
Requires the ability to prepare and/or type petty cash reports, authorizations for payment, agendas, calendars, and other administrative records using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style.
Requires the ability to hear and speak to people with poise, voice control, and confidence.
Requires the ability to learn and understand basic principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management.
Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently.
Requires the ability to utilize mathematical formulas, to add and subtract totals, to multiply and divide, and to utilize and determine percentages and decimals.
Requires the ability to inspect items for proper length, width, and shape, visually with standard office equipment.
Requires the ability to coordinate hands, fingers, and eyes accurately in using a computer terminal and other office equipment.
Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.
Requires the ability to handle a variety of items such as a typewriter, telephone, computer terminal, printer, copier, calculator, and other office equipment.
Must have the ability to use one hand for twisting or turning motion while coordinating the other hand with different activities.
Must have minimal levels of eye/hand/foot coordination.
May require the ability to differentiate between colors and shades of color.
Requires the ability to deal with people beyond giving and receiving instructions.
Must be adaptable to performing under minimum stress when confronted with an emergency.
Must be able to communicate via telephone.

Nice To Haves

Occasional evening work may be required for Commission meetings
May be required to work on religious holidays.

Responsibilities

Assumes responsibility of the Clerk of Commission in his/her absence in the office and Mayor & Commission agenda-setting and voting meetings.
Creates electronic agenda file for the Commission and the public; copies and distribute agenda items; prepares paper agenda files for Mayor and public; and prepares the chamber for Mayor & Commission meetings.
Posts agenda items and calendar items electronically on ACCGov’s Web site.
Answers the telephone and forwards calls to officials and staff.
Assists the Mayor and Manager's offices in the absence of Executive Assistants; provides information to the public, elected officials, and other government employees as requested; and attends agenda-setting and voting meetings.
Researches for other government departments and agencies as requested.
Maintains master files, and receives and responds to open records requests.
Prepares payroll time sheets for the department and enters them into the electronic payroll system.
Establishes and maintains files on all contracts, deeds, and other governmental obligations.
Notarizes official documents.
Prepares to begin BAC application process.
Gathers information from directors/chairpersons reference board members; creates and enters applications electronically on Web site for the public; and types letters and creates electronic files for Mayor & Commission for interviews.
Processes authorizations for payments, travel requests, reimbursements, training requests, and accommodations for Commission members.
Monitors and assists with budget; serves as the purchase card liaison; processes invoices electronically; and processes office supplies orders.
Maintains vendor master file.
Indexes minute books; maintains government monthly calendar; adds minutes and other data electronically on ACCGov’s Web site.
Maintains records in Laserfiche program by scanning minutes and various documents.
Receives, processes, forwards and/or replies to both incoming and outgoing office mail.
Reviews, edits, composes and/or types correspondence, letters, lists, and/or forms, or any other documents.
Performs related work as assigned.