Deputy Clerk of Commission

REPORTS TO: Clerk of Commission
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System - Requires successful completion of a six month probationary period.
PAY GRADE: 113
SAFETY SENSITIVE: No

The purpose of this job is to assist with the maintenance of the official records of the Athens-Clarke County Commission and to assume the responsibilities of the Clerk of Commission in his/her absence. Duties and responsibilities include, but are not limited to, assisting in preparing for meetings of the Mayor and Commission; serving as receptionist for the Clerk of Commission's office;

performing typing, file maintenance, and routine administrative work; and performing additional tasks as assigned.

WORK SCHEDULE:

Monday - Friday, 8:00 a.m.

- 5:00 p.m., occasional evening work may be required for Commission meetings

May be required to work on religious holidays.

Regular and predictable attendance is required.

Must work cooperatively with others.

When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy

Associates degree in business, office administration, or related discipline with two years’ experience in office administration or office records required; or any equivalent combination of education, training and experience which provides the requisite knowledge, skills and abilities for this job.
Must possess a valid driver's license.
Must possess or have the ability to acquire a Notary Public certificate within six months of hire.

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Assumes responsibility of the Clerk of Commission in his/her absence in the office and Mayor & Commission agenda-setting and voting meetings.
• Creates electronic agenda file for the Commission and the public; copies and distribute agenda items; prepares paper agenda files for Mayor and public; and prepares the chamber for Mayor & Commission meetings.
• Posts agenda items and calendar items electronically on ACCGov’s Web site.
• Answers the telephone and forwards calls to officials and staff.
• Assists the Mayor and Manager's offices in the absence of Executive Assistants; provides information to the public, elected officials, and other government employees as requested; and attends agenda-setting and voting meetings.
• Researches for other government departments and agencies as requested. Maintains master files, and receives and responds to open records requests.
• Prepares payroll time sheets for the department and enters them into the electronic payroll system.
• Establishes and maintains files on all contracts, deeds, and other governmental obligations.
• Notarizes official documents.
• Prepares to begin BAC application process. Gathers information from directors/chairpersons reference board members; creates and enters applications electronically on Web site for the public; and types letters and creates electronic files for Mayor & Commission for interviews.
• Processes authorizations for payments, travel requests, reimbursements, training requests, and accommodations for Commission members.
• Monitors and assists with budget; serves as the purchase card liaison; processes invoices electronically; and processes office supplies orders. Maintains vendor master file.
• Indexes minute books; maintains government monthly calendar; adds minutes and other data electronically on ACCGov’s Web site.
• Maintains records in Laserfiche program by scanning minutes and various documents.
• Receives, processes, forwards and/or replies to both incoming and outgoing office mail. Reviews, edits, composes and/or types correspondence, letters, lists, and/or…