Assistant City Clerk and Human Resources Assistant

Assistant City Clerk and Human Resources Assistant

JOB SUMMARY

This position provides professional administrative and program support to the City Clerk and Human Resources Director. Responsibilities include assisting with City Council agenda and meeting administration, municipal records and open records functions, elections and permitting activities, recruitment and onboarding processes, confidential personnel records, and other administrative operations of the Administration Department.

• Provides detailed administrative support to the City Clerk, City staff, and elected officials; assists with preparing agendas, assembling and distributing agenda packets, posting required notices, coordinating meeting materials, and supporting City Council meetings.
• Receives, logs, coordinates, and processes requests under the Georgia Open Records Act; reviews responsive records and assists with required red actions in consultation with the City Clerk and City Attorney, as appropriate.
• Processes solicitor permit applications and maintains related records in accordance with City ordinances and established procedures.
• Assists the Municipal Elections Qualifying Officer with municipal election administration, records, notices, candidate information, and related activities as assigned by the City Clerk.
• Coordinates meeting-room setup, technology, materials, and accessibility needs for City Council and other assigned meetings.
• Attends City Council and other assigned meetings; prepares draft minutes and maintains meeting records. Serves as recording clerk in the absence of the City Clerk, as assigned.
• Assists with the organization, indexing, retention, retrieval, scanning, preservation, and disposition of official City records in accordance with approved records-retention schedules.
• Maintains calendars, deadlines, correspondence, legal notices, resolutions, ordinances, contracts, and other records assigned to the City Clerk's Office.
• Performs related duties as assigned.

• Provides professional, confidential, and detailed administrative support to the Human Resources Director.
• Assists with recruitment and selection activities by posting job announcements, responding to applicant inquiries, organizing application materials, scheduling interviews, and coordinating pre-employment requirements, including background checks, drug screenings, and other required documentation.
• Maintains accurate and current personnel files, records, forms, databases, and related documentation in accordance with applicable retention requirements and City procedures.
• Safeguards the confidentiality, integrity, and appropriate release of personnel and medical information in accordance with applicable laws, policies, and records-management requirements.
• Administers the random drug-screening selection and notification process; coordinates with department managers and directors to ensure selected employees complete testing within required time frames and maintains related confidential records.
• Assists the Human Resources Director with periodic audits of personnel files, records, and employment documentation to verify completeness, accuracy, retention, and appropriate access.
• Participates in human resources projects and programs, including employee training, wellness activities, employee engagement initiatives, and related events.
• Schedules exit interviews and assists with separation documentation and offboarding coordination.
• Assists in updating the HR page on the City website.
• Prepares new-hire packets and coordinates onboarding forms, schedules, and required documentation.
• Responds to routine employee questions and refers policy interpretation, employee-relations matters, and other sensitive issues to the Human Resources Director.
• Performs related duties as assigned.

• Knowledge of the Georgia Open Records Act and Georgia Open Meetings Act, including requirements related to public access, meeting notices, minutes, records production, exemptions, and redaction.
• Knowledge of City ordinances, policies, procedures, organizational functions, and administrative practices.
• Knowledge of laws, schedules, and best practices governing municipal records retention, disposition, preservation, confidentiality, and disclosure.
• Knowledge of modern office administration, document preparation, filing systems, records management, customer service, and meeting support practices.
• Knowledge of website content maintenance and the use of standard office, records, agenda-management, and human resources information systems.
• Knowledge of human resources administration practices, including recruitment, onboarding, personnel records, confidentiality, and employment-related documentation.
• Skill in reviewing documents for completeness and accuracy and in applying established retention, confidentiality, and redaction requirements.
• Skill in communicating clearly and professionally, both orally and in writing, and in…