City of Marietta, GA Hiring for Records Clerk at Marietta, GA Full Time

Job Description

This is a position within the City Clerk”s office and is responsible for overall front office activities. Under general direction, this position supports a division manager, by providing responsible and varied secretarial administrative and clerical work which may include purchasing; contract monitoring; processing council financial and expense reports; meeting arrangements; research; organizing, maintaining appropriate databases for various records; dispersing information to city officials, attorneys, departments, and the public.

Receives requests and provides information according to the Georgia Open Records Act, assisting the general public in obtaining copies of records and information, and collects fees for same.

Establishes and maintains a comprehensive filing system; maintains and updates office manuals.

Scan documents to establish and maintain electronic document retention files to include the identification, indexing, and storage of information on appropriate mediums.

Answers multiple phone lines and give information, handle problems or complaints and take proper messages.

Researches, composes, types and reviews correspondence, charts, and reports on own initiative for supervisor”s approval.

Assists with weekly payroll as needed.

Anticipates and prepares materials needed by the City Clerk for conferences, appointments, meetings and telephone calls.

Prepares reports, summaries or inquiries selecting relevant information from a variety of sources under general direction.

Perform a variety of Internet research functions and uses word processing, spreadsheet and presentation software.

Updates, researches (search through minutes and ordinances and make calls/inquiries), types, and distributes the City of Marietta Directory and Information Guide.

Opens, reviews and sorts mail, as well as, receiving subpoenas on behalf of the City Clerk.

Monitors office supply inventory and prepares requisitions for supplies, printing and other services.

Handle distribution of minutes for review and approval. Process office minutes books, sort and check for missing documents, copy official minutes. Also, send official minutes to Book Publishing Company for indexing.

Verifies research information, completes form letters on each entry, and writes supplementals to upgrade information.

Maintains city scrapbook and other historical records.

Process council expense reports and send reports to the Finance Department.

Set up conference room and council chamber, as required, for meetings of Council, Civil Service Board, and Board of Lights and Water.

Transcribes verbatim data from audio or video tapes, as required; and copy audio and video tapes as required.

Must be able to refer to maps on hand to locate ward designation for citizens.

Assists with municipal elections by receiving and processing council campaign disclosure and personal finance reports and processing council expense reports.

Knowledge, Skills and Abilities

Preferred Requirements –

High school graduate or GED.

Minimum of 2 years of experience in an office clerical position, preferably in a records management environment.

Knowledge of city government operations, records management, and administrative functions.

Ability to type 45 wpm with skill and accuracy

Ability to operate a PC computer and applications such as Microsoft Office Suite, including MS Word, Excel, Outlook and learn new systems specifically used by the City such as Legistar and AS400.

Ability to perform a variety of Internet research functions and uses word processing, spreadsheet and presentation software.

Ability to operate typewriter, fax machine, scanner, dictaphone (or speech to text software) and other office equipment.

Ability to use maps, Atlas and other reference materials.

Ability to interact with the public in an effective and courteous manner.

Required to be a Notary Public at city expense.

Knowledge of business English, punctuation, spelling and arithmetic.

Ability to make decision in accordance with department policy.

Ability to communicate effectively both orally and in written form.

Ability to compose and proofread correspondence/documents for the Clerk and City Council members, as needed.

Ability to work independently, maintain confidentially and adhere to established routines and practices.

Ability to learn codes/procedures of assigned areas and to maintain moderately complex records.

Ability to resolve escalated or difficult issues regarding citizen complaints and other matters.

Ability to manage the office in the absence of the City Clerk and Deputy Clerk.

Ability to provide excellent customer service by handling questions and concerns with speed and professionalism.

Ability to pass a criminal and credit background check as required for the position.

Disclaimer

Successful candidates are required to submit to drug screen & background inquiry.