The Chattooga County Commissioner is seeking a person to fill the position of Deputy Clerk in the Chattooga County Commissioner’s Office. This is an Administrative Full-Time Position with multiple duties.
Job Summary: Provides secretarial/administrative assistance to the Clerk to the County Commissioner. Assumes the responsibilities of the Clerk in their absence. Responsibilities may include assisting in preparing meetings, performing typing and file maintenance and routine administrative work. Highly skilled in the use of a computer and Microsoft Office Suite. Must possess or have ability to acquire Notary Public status. Ability to deal courteously and diplomatically with the general public as well as establishing and maintaining effective working relationships with officials in local government and the public sector.
A High School diploma or G.E.D is required and a minimum of three years administrative support experience including secretarial science, bookkeeping or accounting experience is preferred.
A complete list of duties and requirements may be picked up in the Chattooga County Commissioner’s Office located at 10102 Commerce St., Summerville, GA 30747.
DEPUTY CLERK TO COUNTY COMMISSIONER
Administration Full Time Employee
Provides secretarial/administrative assistance to the Clerk to the County Commissioner. Assumes the responsibilities of the Clerk in their absence. Responsibilities may include assisting in preparing meetings, performing typing, file maintenance, and routine administrative work.
Essential Functions and Responsibilities
• Assumes the responsibilities of the Clerk in his/her absence
• Copies agenda items and assists in preparing electronic and printed materials for Commissioner
• Answers the phone, processes mail, provides information to the public and assistance within the scope of designated authority; receives and sends information to and from other agencies and jurisdictions
• Types memos, letters, reports and general correspondence for rough draft and may personally compose routine replies
• Assists in the preparation of presentation materials for management as needed
• Assembles a variety of data from office records for incorporation into various departmental reports
• Assists elected officials, the general public, and other government employees with locating governmental records; copies documents as requested
• Establishes and maintains files on all contracts, deeds, and other obligations
• Prepares and maintains monthly meeting calendar
• Records meetings and transcribes recording, dictation and meeting minutes
• May file and index minutes, ordinances, resolutions, and agreements; maintain the recordkeeping of the minutes
• Assist in coordinating responses to Open Records Requests
• Notarizes official documents
• Prepares and maintains ongoing lists and logs, records various departmental statistics
• Regularly assists elected officials and other government employees with general needs
• Organizes and assists in the yearly county budget process
• Organizes and assists in preparing the county monthly reports for all departments
• Assists management with various special projects or programs to include maintaining records and coordinating tasks
• Assists with records retention
• Scheduled work hours will, at times, extend past the standard business day of 8:30am to 5pm
• Regular and predictable attendance is required
• Performs other duties as required
Minimum Qualifications Required
Education and Experience
• High School diploma or G.E.D.
• Minimum of three years administrative support experience including secretarial, bookkeeping or accounting experience preferred
• Associates degree in business, secretarial science, or related discipline preferred
Licenses and Certifications
• Must possess or have the ability to acquire Notary Public status
• Certified Clerk or the ability to obtain such certification within six months of employment
Knowledge, skills, and Abilities
• Knowledge of general office practices and procedures including filing, indexing, bookkeeping, posting, records management, etc.
• Highly skilled in the use of a computer and Microsoft Office Suite
• Ability to accurately and concisely record proceedings of meetings
• Ability to transcribe dictation, especially legal terminology
• Ability to assess and prioritize multiple tasks, projects and demands
• Ability to prepare correspondence on routine matters and perform routine office management with only general supervision
• Ability to maintain accurate and legible records of official business
• Ability to deal courteously and diplomatically with the general public
• Ability to establish and maintain effective working relationships with officials in local government and the private sector
• Ability to communicate clearly and effectively, orally and in writing
ADA Minimum Qualifications
• Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing), operate a computer and other office machinery, such as calculator, copier, and printer. Incumbents must continuously be able to think analytically, handle stress and emotion, concentrate on tasks during frequent interruptions, remember names and others details, examine and observe details, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and a keyboard.
• Essential Functions frequently require the ability to move about inside the office and move/transport items up to 10 lbs.
• Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.
• Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication and use of hand/eye coordination and fine manipulation to use equipment.
• Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.
Other job functions and duties as required by the Commissioner.