Deputy County Clerk

Gilmer County Government•Ellijay, GA

5d•$24 - $29•Onsite

About The Position

The purpose of this classification is to manage the county’s Open Records Requests as its official officer under the supervision of the County Clerk. This position will administer and maintain public records and assist with plans and preparations for BOC Meeting. This classification is to also provide administrative back up support to the BOC as needed by the County Clerk. This position will work for the Board of Commissioners under the direction of the County Clerk, and will be cross-trained on all duties of the department, but will manage the Open Records division within the County Clerk’s department, providing continuity for the division and resulting in quality services to all county departments unless specified otherwise. This role involves reviewing, redacting and releasing requested information while ensuring accuracy, confidentiality, and legal compliance. This role will also maintain detailed records of requests and correspondence to support organizational transparency and accountability. Maintains favorable internal and external relations by answering telephone calls and email inquiries; provide information and assistance. Maintains the county website relating to the BOC & County Clerk; makes daily and weekly updates; maintains calendars.

Requirements

Must have a High School Diploma or GED equivalent.
(3) three – (5) five years of office administration experience, providing executive level administrative support and/or records maintenance and management or any equivalent combination of education, training, and experience.
Must have a valid Georgia driver’s license.
Attendance of required educational classes as needed.
Possesses or ability to obtain Notary Public status.
Must obtain and maintain County Clerk certification.
Ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to other members or assistants.
Ability to record and deliver information, to explain procedures, to follow verbal and written instructions.
Must be adaptable to performing under considerable stress when confronted with an emergency.
Ability to deal professionally and fairly with interactions with the public; to effectively communicate with the public; and to establish and maintain effective working relationships with coworkers, other county departments and employees as well as with county officials.
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.
Ability to utilize mathematical formulas; add and subtract totals; multiply and divide; determine percentages; determine time and weight.
Ability to ensure that all rules, regulations, standards, and ordinances are well documented and kept up to date.
Ability to accurately type 40 words per minute.
Ability to learn, comprehend, and apply all County and/or departmental policies, practices, and procedures necessary to function effectively in the position.
Ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.
Ability to communicate effectively with supervisors, other staff members and the public.
Knowledge of the principles and operations of a county government
Knowledge of modern office practices and procedures
Knowledge of county ordinances/code/policies/procedures
Ability to utilize Microsoft Office efficiently

Nice To Haves

Associate’s degree in business or related field preferred but not required.

Responsibilities

Attends meetings for various boards, authorities, and committees as assigned: takes minutes at all meetings; ensures accurate transcription for the permanent records; prepares and distributes meeting minutes; prepares documents for and attests to signature; maintains and monitors list of appointed authorities and boards; and publishes board and committee schedules, actions, and minutes as required.
Provides administrative, logistics, and technical support in preparation for and during Board of Commissioners and other meetings: prepares agenda and accompanying documents; reserves and prepares meeting and board rooms; sets up and tests equipment; manages requests for public comments; and ensures all files and documents are available for the meetings.
Receive, log and track public records requests.
Review requests to determine scope and applicability of open records laws.
Assists the County Clerk with the management of the official records for the County: certifies documents; indexes meeting minutes; and ensures maintenance and disposal of records in compliance with records retention laws and regulation.
Manage the operations along with the scheduling & calendar for the Gilmer County Community Center, and the rental of the County vehicle fleet.
Performs customer service functions: researches requests for and provides copies of public records; notarizes documents; collects and accounts for fees and payment; conducts research, provides information and answers questions regarding policies, procedures and office operations; directs questions to other persons and departments as appropriate; and initiates problem resolution.
Owns the process of ORR regarding incoming documentation from stakeholders (departments) and redacts/remove any confidential information subject to GA ORR laws.
Communicate with requestors regarding status, scope and cost associated with their requests.
Collaborate with legal counsel to ensure compliance with ORR laws and regulations.
Maintain an organized and accurate record for all requests including tracking and documentation from initiation to completion.
Scans in documents within the County Clerk Department along with the BOC and archives in accordance to our local retention laws.
Serves as County Clerk in absence of the same: plans, prepares for, and attends Board of Commissioners meetings; prepares meeting minutes, resolutions, and ordinances; and coordinates department work activities.
Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: receives and reviews various documentation; reviews, completes, processes, forwards or retains as appropriate; prepares or completes various forms, reports, correspondence, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.
Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
Communicates with County officials, supervisor, other County employees, clients, third party service contractors, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems related to ORR.
Other duties may be required and assigned.