Assistant Clerk Of Commission

ASSISTANT CLERK OF COMMISSION

PURPOSE OF CLASSIFICATION - ASSISTANT CLERK OF COMMISSION

Provides administrative support to the Commissioners' Office and assists the Clerk of Commission with compiling, organizing, and maintaining an orderly process of conducting the official business of Clayton County.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Assists with the compiling, organizing, and maintaining of records of the official business of Clayton County.

Assembles and maintains agenda for Business Meetings, "Committee of the Whole" Board Work Sessions, Special Called Meetings, Public Hearings and Board Retreats; obtains data from departments, organizations, etc., for agenda and meetings; records and transcribes meeting minutes of each meeting held, handles set up for all scheduled meetings, records and takes notes of the "Committee of the Whole" Board Work Sessions when held.

Maintains and updates all records of minutes, resolutions, ordinances, and tapes; formats chronological and alphabetical indexes of minutes for the Clerk's Office and the County Web Site; takes notes and records pre-meetings; prepares Post Summaries, Regular minutes of Business Meetings, "Committee of the Whole" Board Work Sessions, Special Called Meetings, Public Hearings and Board Retreats in a timely manner in accordance with legislation.

Works with Archive Retention Center to retrieve archived contracts, files, official records for constituents and departments; packs and submits official archival records to the center for storage and retention purposes.

Follows-up on execution of documents; notifies departments and organizations of transactions. Composes and processes correspondence; submits documents for codification.

Attests and certifies minutes, resolutions, ordinances, and other official documents of the County. Researches and responds to Open Record requests.

Maintains and tracks membership appointments to all county boards and authorities; notifies Commission when appointments are due.

Records and takes notes of Solid Waste Management Authority Meetings and assists with meeting set up. Records and takes notes of Zoning Meetings in the absence of the Clerk of Commission.

Prepares department documents, records, reports, and forms requiring knowledge of programs, policies, ordinances, County Codes, and procedures. Researches, compiles, consolidates, and/or tabulates information; incorporates information into requested reports and other prepared materials; proofreads for accuracy and completeness; and distributes upon approval.

Enters information into department programs and databases; updates information; creates new spreadsheets/files; and purges old data as appropriate. Researches information from databases and incorporates into other assignments.

Maintains department/program references such as Code books, training manuals, standard operating procedures, mailing lists, County Street Index, Land Development Guidelines, program manuals, etc.

Answers department telephones; provides assistance, requested documents, and information; refers callers to other staff members as appropriate and takes messages.

Greets visitors, patrons, and/or customers, and directs them to appropriate meeting rooms as necessary.

Provides information to personnel from other departments, County Officials, customers, patrons, contractors, engineers, and the general public regarding department programs, projects, land development plans, County policies and procedures, guidelines, etc. Facilitates public relations and a positive department image through contacts with the public, customers, patrons, and local and County Officials. Prepares and sends press releases for scheduled programs.

Receives, reviews, verifies, and/or processes incoming documents pertaining to the Clerk's Office and forwards or disburses as appropriate. Prepares outgoing mail.

Prepares folders; maintains files of department correspondence, program records, legal documents, etc.; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department records/files.

ADDITIONAL FUNCTIONS

May be required to attend night sessions of the monthly Commissioners' meetings in the absence of the Clerk of Commission.

Assists other department clerical personnel as needed. Serves as back up to other staff members as needed. Performs other related duties as required.

MINIMUM QUALIFICATIONS

Associate's or Bachelor's Degree in Office Administration, Secretarial Science, or related field, or two (2) to four (4) years of college preferred; supplemented by five (5) year experience providing clerical support; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must be proficient in the use of Microsoft Word, Excel, PowerPoint, WordPerfect and Adobe software; must have considerable knowledge of business English, Spelling, and Arithmetic; considerable knowledge of office practices and procedures; the ability to rapidly acquire considerable knowledge of the procedural regulations applicable to the Board of County Commissioners; the ability to meet and deal effectively with the general public and to use tact and good judgment; the ability to understand and carry out moderately complex, oral, and written instructions; the ability to keep moderately complex records and prepare periodic reports from such records; the ability to make minor decisions in accordance with procedures, laws, and regulations, and to apply them to work problems; the ability to make arithmetic computations accurately with reasonable speed; and skill in composing accurately from recording, rough draft, or plain copy at a reasonable rate of speed. Must attain knowledge and experience with Board Meeting Software during probationary period.

Must have minimum typing speed of 65 wpm as result of administered typing test prior to interview selection process.

ADA COMPLIANCE

Physical Ability:

Tasks require the ability to exert light to very moderate physical effort in sedentary to light work; may involve some combination of stooping, kneeling, crouching, and crawling and which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light to moderate weight (5-20 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements:

Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors:

Under normal conditions essential functions are performed without exposure to adverse environmental conditions.

Deadline Specification:

Open until filled.

Clayton County, Georgia is an Equal Opportunity employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities, and encourages both prospective and current employees to discuss potential accommodations with the employer.

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Position : 4

Type : INTERNAL & EXTERNAL

Location : COMMISSIONERS

Grade : GRADE 17

Posting Start : 04/15/2024

Posting End : 12/31/9999

MINIMUM SALARY: $39,893.04