COUNTY CLERK Position Available In Newton, Georgia

COUNTY CLERK 4.4 4.4

out of 5 stars Covington, GA

NEWTON COUNTY, GEORGIA

Classification Specification

COUNTY CLERK

(0318)

FLSA:

Exempt Purpose of Classification:

The purpose of this classification is to maintain official records of the County and the Board of Commissioners (BOC), to provide related administrative support to the BOC, and to supervise assigned staff.

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. Supervises, directs, and evaluates assigned staff: approves/processes employee concerns and problems and counsels or disciplines as appropriate; assists with or completes employee performance appraisals; directs work; acts as a liaison between employees and management; and trains staff in operations, policies, and procedures. Organizes, prioritizes, and assigns work: prioritizes and schedules work activities in order to meet objectives; develops and oversees employee work schedules to ensure adequate coverage and control; compiles, reviews and/or approves timesheets; ensures that subordinates have the proper resources needed to complete the assigned work; monitors status of work in progress and inspects completed work; consults with assigned staff to assist with complex/problem situations and provide technical expertise; and provides progress and activity reports to management. Attends all meetings of the Board of Commissioners, including regular monthly meetings, budget hearings, committee meetings, etc.; advises Board regarding parliamentary procedures and protocols; takes minutes at all meetings; ensures accurate transcription for the permanent records; prepares and distributes meeting minutes; serves as custodian of the County seal; prepares documents for and attests to signature; certifies BOC approval; and publishes BOC actions and minutes as required. Plans and prepares for BOC meetings, including regular monthly meetings, budget hearings, committee meetings, etc.; prepares and distributes agendas and meeting packets; publishes public meeting notices in appropriate media; briefs Commissioners on pending agenda items and other County issues; and coordinates communication between BOC and other elected officials and County employees regarding meetings and agenda items. Serves as official custodian of the records, contracts, and minutes of the BOC; maintains custody of code of Newton County, Georgia County Clerk ordinances, contracts, agreements, and other official documentation; publishes notices/records; attests to all legal documents; and responds to open records requests as required by law. Serves as custodian of the County seal: affixes seal to bonds, deeds, contracts, notes and other County ordinances, resolutions, contracts reports, or other documents. Prepares resolutions, ordinances and proclamations and other items for presentation to the BOC; tracks items through the legislative process; issues written determinations and approvals as needed; codifies approved ordinances; and maintains official copies. Provides customer service; researches requests for public records; provides copies of public records; notarizes documents; collects and accounts for fees and payment; and provides information and answers questions.

Provides related administrative support:

maintains and updates rosters of membership of various boards, authorities, and commissioners; supervises the issuance of all alcohol and special permits; prepares specialized reports as requested and/or required; maintains bonding and insurance for public officials; and ensures that records are complete and in proper order. Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: prepares, completes, receives, reviews, processes, forwards or retains, as appropriate, various forms, reports, correspondence, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records. Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions. Communicates with County officials, supervisor, other County employees, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Additional Functions:

Performs other related duties as required.

Minimum Qualifications:

Bachelor’s Degree in Public Administration or a related field required; supplemented by five years of experience in administrative support and office administration in a municipal setting, to include lead or supervisory experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific License or Certification Required:

Must complete state mandated training for county clerks through the Carl Vinson Institute of Government within 12 months of hire date. Must complete Certification as a Georgia Certified Clerk through the Carl Vinson Institute of Government within three years of hire date. Must be a Notary Public or have the ability to become a Notary Public within 30 days of hire date. Maintain Notary Public and County Clerk certifications.

Specific Knowledge, Skills, or Abilities :

Must be able to demonstrate proficiency in performance of the essential © Archer Company Newton County, Georgia County Clerk functions and learn, comprehend, and apply all County or departmental policies, practices, and procedures necessary to function effectively in the position.

Performance Aptitudes:

Data Utilization :

Requires the ability to coordinate, manage, and/or correlate data. Includes exercising judgment in determining time, place and/or sequence of operations, referencing data analyses to determine necessity for revision of organizational components, and in the formulation of operational strategy.

Human Interaction :

Requires the ability to function in a managerial capacity for a division or organizational unit; includes the ability to make decisions on procedural and technical levels.

Equipment, Machinery, Tools, and Materials Utilization :

Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude :

Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude :

Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, and ratios; may include ability to calculate surface areas, volumes, weights, and measures.

Functional Reasoning:

Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.

Situational Reasoning :

Requires the ability to exercise judgment, decisiveness and creativity in situations involving broader aspects of organizational programs and operations, moderately unstable situations, or the direction, control and planning of an entire program or set of programs.

ADA Compliance:

Physical Ability :

Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements :

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

Environmental Factors :

Essential functions are regularly performed without exposure to adverse environmental conditions. Newton County 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. © Archer Company