Deputy Clerk

at  City of Winder

QUALIFICATIONS:

• High school diploma required.
• Associate’s Degree from an accredited college or university with major course work in Political Science, Public/Business Administration, Communications, Law, or a related field or two years of experience in local government. A Bachelor’s degree is preferred.
• Three (3) years of experience performing professional administrative duties.
• Never been convicted of a felony.
• A citizen of the United States or has obtained legal work status.
• Must be able to pass a detailed background investigation.
• Must be able to pass a credit check.
• Work evenings, weekends, and/or holidays as required.

• Assists in purchasing department materials and supplies; prepares purchase requisitions, and invoices for payment.
• Receives, stamps, and distributes incoming mail, processes outgoing mail.
• Maintains appointment calendars and scheduling for supervisor and others as assigned.
• Composes and edits proclamations and memoranda requiring judgment as to content, accuracy, and completeness.
• Plans conferences, training sessions and meetings as needed, coordinates travel plans.
• Acts as custodian of records; establishes and maintains filing systems; prepares, scans, files and maintains records.
• Assists in the development of notices, flyers, brochures, newsletters, media releases, and other informational materials; maintains scrapbook/record of articles.
• Provides support for staff meetings, Council meetings, and other board meetings as assigned; assists with preparation of agendas, agenda packets and presentations; copies supporting documentation, and assembles/distributes agenda packets; attends meetings to record the official minutes.
• In the absence of the City Clerk, shall attend Mayor and Council Meetings, monitor and publish Council meeting video recordings; distributes agendas to the public, elected officials, City Administrator and City Attorney; distributes materials for the Council dais; answers questions from the public before/after meetings; transcribes and publishes meeting minutes; obtains original signed copies of approved contracts, deeds, minutes, resolutions, proclamations, ordinances and other documents.
• Assists City Clerk with open records requests as required by law.
• Assists in updating Code of Ordinances; maintains and publishes new code supplements to ordinance books and Municode.
• Maintains appointments of City boards, authorities, commissions & committees and advises Mayor and Council of subsequent term expirations and vacancies.
• Assists in coordinating the City’s records management and records retention policies; assists in organizing archive storage; assists in coordinating destruction of City documents in accordance with retention schedules.
• Performs customer service functions in person, by telephone, by mail, by email, and by fax; provides information to the public regarding public meeting dates, agenda items, meeting minutes, ordinances, resolutions and proclamations; responds to questions/complaints; researches problem resolution and policy procedures.
• Conducts research of Code of Ordinances, resolutions, proclamations, minute books, official records, electronic data sources, Internet sites, or other sources as needed.
• Maintains City website as assigned.
• Performs notarization as needed: notarizes contracts, affidavits, and other documentation for City Council, City departments and the public.
• Communicates with the City Clerk, City Administrator, City officials, Department Heads, City Attorney, City organizations, the public, other municipalities, outside agencies, and other individuals as needed to coordinate work activities.
• Attends workshops and training sessions as appropriate.
• In the absence of the City Clerk, may attest the Mayor’s signature and place the official City Seal on official City documents that have been approved by the Mayor and Council.
• Performs other duties as assigned.