Manager City Clerk Jobs (NOW HIRING)

The Deputy City Clerk provides advanced administrative and operational support to the City Clerk and serves in the capacity of the City Clerk in their absence. The position performs a variety of complex administrative duties requiring initiative, independent judgment, and knowledge of City operations.

The Deputy City Clerk supports the preparation of Council agendas and minutes, coordinates public records requests, assists with elections administration, and helps maintain official municipal records in compliance with applicable laws and policies. The position regularly handles confidential and politically sensitive matters requiring discretion, professionalism, and sound judgment.

Essential Job Functions

• Assists the City Clerk in preparing agendas and agenda packets for meetings of the Mayor and Council and ensuring timely distribution and posting of public meeting notices.
• Assists in preparing, maintaining, and distributing official minutes for meetings of the Mayor and Council.
• Attends Council meetings as assigned and assists with maintaining official records of proceedings and votes.
• Prepares meeting sites for public meetings and ensures required documentation and materials are available.
• Prepares and distributes the weekly Director's Staff Agenda of upcoming legislative items.
• Assists with the coordination and maintenance of municipal records including contracts, ordinances, resolutions, and legislative documents.
• Maintains indexing systems for official records and assists with organizing and preserving Minute Books.
• Assists in maintaining permanent paper and electronic files of municipal documents including contracts, agreements, City Charter, and City Code.
• Assists with administering the City's records management and retention program in accordance with applicable laws and policies.
• Coordinates responses to Open Records Requests and maintains electronic records within the designated records management system.
• Assists in facilitating execution of City contracts, agreements, memoranda of understanding, and proposals, including coordinating legal review and obtaining required signatures.
• Distributes executed contracts to vendors and City departments.
• Assists with election administration and ethics filings in accordance with state and local regulations.
• Serves as a Notary Public for the City.
• Assists in compiling information for annual E-Verify reporting and other required governmental filings.
• Prepares and processes invoices for the Clerk's Office, City Manager's Office, and Legal Department.
• Assists with preparation and tracking of the Clerk's Office and Legislative budgets.
• Coordinates travel arrangements, training registrations, and expense reimbursements for elected officials and legal staff.
• Schedules Council member training and manages related travel and reimbursement requests.
• Coordinates or assists with staff training related to agenda management systems, open records compliance, and records management procedures.
• Assists with maintaining and updating departmental standard operating procedures (SOPs).
• Maintains required professional certification through participation in Georgia Municipal Association training and other relevant professional development.
• Communicates with the City Clerk, City Manager, City Attorney, department heads, elected officials, regional agencies, and the public regarding Clerk's Office matters.
• Performs complex clerical and administrative duties related to the preparation, maintenance, processing, and custody of municipal records.
• Performs other related duties as assigned.

Minimum Education and Experience Requirements

• High School diploma or equivalent; and three (3) years of progressively responsible administrative or municipal records management experience.
• Experience in municipal government or as a Clerk or Deputy Clerk is preferred.
• Equivalent combinations of education and experience may be considered.

Certification, License, and Special Requirements

• Certified Municipal Clerk designation preferred or ability to obtain State of Georgia Municipal Clerk Certification within three (3) years.
• Must possess or obtain a Notary Public commission.
• Must possess and maintain a valid Georgia driver's license.

Knowledge, Skills and Abilities

• Knowledge of modern office practices, administrative procedures, and records management principles.
• Knowledge of or ability to learn municipal legislative processes and Clerk's Office procedures.
• Knowledge of the Georgia Open Records Act and public records management practices.
• Skill in operating computers, scanners, and document management systems.
• Skill in written and verbal communication.
• Ability to maintain accurate records and manage large volumes of documentation.
• Ability to manage multiple assignments while maintaining attention to detail.
• Ability to work independently and exercise sound judgment.
• Ability to establish and maintain effective working relationships with elected officials, City staff, and the public.

Physical Demands

Work requires sitting, standing, walking, and operating standard office equipment including computers, printers, and scanners.

Work Environment

Work is performed primarily in an office environment and during public meetings with frequent interaction with elected officials, City staff, and the public. The position requires responsiveness to legislative deadlines, changing priorities, and handling confidential or sensitive information.