Associate City Clerk

This position is responsible for providing administrative and clerical support to the City Clerk, the City Manager, the Mayor, and the City Council.

· Provides administrative support to the City Clerk, the City Manager, the Mayor and Council, the Department Heads, and the City Attorney as needed.

· Performs the duties of the City Clerk in his or her absence; prepares and distributes the Agendas and Agenda Packets for City Council Meetings; attends Council Meetings and Work Sessions as required; processes Freedom of Information Act Requests (Open Record Requests); assists in maintaining official files and legal documents.

· Prepares proclamations, composes letters and memos, prepares bullet points for speaking engagements, schedules appointments, maintains files and municipal records.

· Prepares purchase requisitions; signs off on Purchasing Card transactions and maintains receipts for purchases; assists in maintaining the annual division budget.

· Answers the telephone and greets visitors; provides information and assistance; sorts and distributes mail; responds to E-mail inquiries.

· Sets up rooms for scheduled meetings.

· Maintains office supply inventory and makes purchases as needed.

· Stocks the breakroom.

· Provides administrative support for the annual Mayor/Council Retreat and annual legislative meetings.

· Assists in making travel arrangements for the City Manager, the Mayor, and City Council.

· Assists in the coordination of special city events.

· Prepares literature and serves as tour guide for tour groups.

· Provides administrative support for Boards and Committees as assigned.

· Performs related duties.

· Knowledge of modern office principles and practices.

· Knowledge of state open records and open meetings laws.

· Knowledge of customer service principles and practices.

· Knowledge of budget management principles and practices.

· Knowledge of computers and job-related software programs.

· Skill in the provision of customer services.

· Skill in problem solving.

· Skill in prioritizing and planning.

· Skill in interpersonal relations.

· Skill in oral and written communication.

· Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.

· Sufficient experience to understand the basic principles relevant to the major duties of the position usually associated with the completion of an apprenticeship/internship or having had a similar position for two to five years.

· Must complete mandated training for new City Clerks, obtain the Georgia Clerks Certification, and take annual Clerks training classes thereafter.