City Clerk - Atlanta, United States - City of College Park, GA

Description

Salary: $71,714.29 Annually

Location : College Park, GA

Job Type: Full-Time

Job Number:

Department: Legislative

Opening Date: 04/26/2024

Closing Date: 5/10/2024 11:59 PM Eastern

FLSA: Exempt

Summary

A successful candidate will play an active role in the City of College Park's existing operational success. The purpose of the position is to maintain official city records and provide administrative and clerical support to the Mayor and Council.
Essential Functions

Independent judgment is required to identify, select, and apply the most appropriate of available guidelines and procedures as well as interpret precedents. The City Clerk is responsible for the functioning of City Hall. Work involves maintaining official City records, providing support to the City Council, and responding to citizen inquiries and concerns. The individual in this position serves as the department head and is responsible for the overall supervision of personnel department employees.

• Develop and direct the implementation of goals, objectives, policies, procedures, and work standards for the City Clerk's Office.
• Prepare and complete public notices of hearings and meetings.
• Prepare and direct the distribution of Council agenda materials.
• Follow-up after Council meetings to ensure that appropriate actions are taken, questions answered, and individuals notified.
• Answer questions regarding City activities, policies, and regulations.
• Distribute and process election documents.
• Maintains appropriate confidentiality of work-related issues, including but not limited to customer, employee, and City information and records.
• Performs certification and recording for the City as required on legal documents and other records requiring such certification.
• Provides public records and information to citizens, civic groups, the media, and other agencies as requested.
• Files bankruptcy claims for delinquent sanitation accounts and utility payments. Prepares, posts, and disseminates action items following council meetings.
• Disseminates information electronically to department heads, council members, and the general public as required.
• Maintains and updates, with each department's assistance, the Records Retention Schedule for the City of College Park as required.
• Sends ordinances at the end of the year to the Municipal Code Corporation for codification.
• Audits Resolutions, Contracts, and Ordinances annually.
• Attends regular and special Council meetings; oversees or performs an accurate recording of the proceedings and preparation of the minutes proper legislative terminology, indexing, and filing for the public record; distributes information as requested.
• Supports the maintenance of City records and public documents; performs certification and recording for the City as required on legal documents and other records requiring such certification; seals and attests by signature to ordinances, resolutions, contracts, easements, deeds, bonds, or other documents requiring City certification; catalogs and files all City records.
• Serves as superintendent of City elections.
• Administers the City charter, City ordinances, and council actions; updates City codes and ordinances.
• Provides public records and information to citizens, civic groups, the media, and other agencies as requested.
• Serve as part of the City's management team and work as a strategic partner with Appointed Officials and Leadership Team members.
• Serve as the subject matter expert on all Office of the City Clerk matters.
• Conduct and/or direct consultations with Appointed Officials, legal counsel, risk management, and other applicable partiers.
• Direct preparation of the department budget and ensure the budget is managed in compliance with applicable policies and procedures.
• Conduct performance evaluations and render a decision on merit pay increases.
• Performs other duties as required.
• The omission of specific duties does not preclude the supervisor from assigning duties that logically relate to the position.

We seek candidates who are flexible, well-organized, creative, inquisitive, resourceful, detail-oriented, ethical, collaborative, and committed to inclusive educational excellence.
The ability to prioritize and juggle multiple tasks in a dynamic environment while maintaining quality work products is essential for success in this position. The candidate will have experience planning, directing, and supervising personnel, ensuring the timely and efficient completion of projects, and the completion of the annual budget for the Department.
Required Knowledge, Skills and Abilities

• Knowledge of the State of Georgia Election Code as it applies to municipalities.
• Knowledge of Federal, state, and municipal laws and procedures relating to the maintenance of municipal records.
• Knowledge of modern records management principles and practices.
• Knowledge of the State of Georgia Open Records Act.
• Knowledge of reporting requirements of the Political Reform Act of 1979 as amended.
• Knowledge of the Brown Act, and other pertinent legislation/regulatory requirements.
• Ability to direct and coordinate municipal elections.
• Ability to write reports, resolutions, ordinances, and exhibits, and edit written documents
• Ability to prepare agendas and meeting minutes in a timely manner.
• Knowledge of or ability to learn the department's rules, regulations, policies, and procedures.
• Knowledge of or ability to learn City ordinances, policies, and procedures.
• Knowledge of or ability to learn State election laws.
• Knowledge of or ability to learn bankruptcy laws and procedures.
• Ability to understand and follow quickly and accurately oral and written instructions.
• Ability to understand and apply available guidelines to varied operational requirements, and to follow clearly stated oral and written instructions.
• Ability to communicate, meet, and deal with elected officials, department heads, the public, and employees in a pleasant, courteous manner.
• Ability to accurately record and transfer data from one source to another and to perform basic mathematical calculations.
• Ability to prepare clear and concise reports and maintain accurate records.
• Must know the principles and practices of public administration; local, state, and federal legislation affecting personnel management, and advanced knowledge of local government organization and procedures.
• Must possess computer skills; must have knowledge in preparing and administering budgets; planning, directing, and administering human resources programs and systems; resolving conflicts and gaining cooperation among competing interest groups, researching complex issues and developing recommended actions and communicating both orally and in written form.
• Must be able to present information clearly and in an interesting manner to elected officials and the general public.
• Must be able to deal fairly and calmly with issues requiring conflict resolution.
• Must be able to establish and maintain effective working relationships with City officials, employees, and the public.
• Must be able to use tact and courtesy in dealing with the public.
• Must be able to analyze and evaluate procedures and work processes and to exercise appropriate judgment in establishing priorities and work methods.
• Must be able to establish and maintain effective working relationships to deal effectively and courteously with others, and to work independently and in team settings.
• Must be able to type or use a personal computer with word processing and related software and to enter and retrieve information with reasonable speed and accuracy.
• Moderate physical activity. Requires handling objects of average weight up to fifty (50) pounds, standing, sitting, and/or walking for more than four (4) hours per day.
• Note: In compliance with the American Disabilities Act (ADA), those functions of the job that are identified as essential are required to be performed with or without reasonable accommodations. Requests to facilitate the performance of essential functions will be given careful consideration.

Qualifications

• Bachelor's degree in Business Management, Public Administration, or related field; Master's degree preferred.
• Two years in election procedures and laws, personnel and department management, or closely related experience.
• One year of supervisory level experience which has included the supervision, evaluations, and training of assigned support staff.
• Certification as a Notary Public.
• Five (5) to seven (7) years related experience as a City Clerk or other similar experience which has included high-level administrative responsibilities, personnel and budgeting experience, and significant public contact experience required; equivalent combination of education and experience.
• State of Georgia Municipal Clerk Certification.
• Experience with public records management and systems is strongly preferred; local government experience is a must.
• Possession of a valid Class C State of Georgia Drivers License
• Strong organizational and communication skills.
• Experience in communicating with diverse communities, and in establishing and maintaining cooperative working relationships.
• Proficiency in MS Office Suite, as well as knowledge and understanding of the organizational structure, workflow, and operating procedures.
• Extensive hours and weekends will be required at times.
• Pre-employment screening is required: criminal background check and drug testing.

The City of College Park offers a complete benefits package to full-time employees in including healthcare, dental care, vision care, Flexible Spending Account (FSA), Health Savings Account, life insurance, long-term disability insurance, short term disability insurance, pension, holidays, vacation, sick leave, Employee Assistance Program (EAP).