Job description

CLERK TO COUNTY COUNCIL

SPARTANBURG COUNTY, SOUTH CAROLINA

APPLY HERE: https://bit.ly/3RbNOeA

SPECIFIC STATEMENT OF JOB

Performs complex paraprofessional and difficult administrative work as Clerk to the County Council; does related work as required. Work is performed under the general supervision of the Chairman of the County Council.

ESSENTIAL JOB FUNCTIONS

· Serving as Clerk to the County Council; preparing and maintaining official County records and files; assisting the Council with special projects.

· Prepares Council agendas, agenda packets and agenda item action requests

· Posts all required backup documents to website and places in folders for Council to view electronically

· Notices meeting dates and times to media and posts in County Administrative Office Building

· Posts Agendas to County website and in County Administrative Office Building

· Distributes agenda to Council Members, Administration, Appointed and Elected Officials, Department Heads, and other appropriate individuals

· Keeps County Council information up to date on website

· Notifies anyone needing to appear at Council meeting of time and location of meeting

· Attends all regular and special sessions of Council; takes minutes and records official actions

· Prepares and distributes detailed minutes of meetings prior to the next regular meeting

· Ensures that rooms used for meetings are properly arranged and prepared for meeting

· Screens calls; answers inquiries and refers complaints to appropriate persons

· Performs public relations duties for Council members

· Handles committee appointments and sends out correspondence regarding expirations of terms for appointments; notifies Council members of expiration, vacancies and resignations on committees

· Prepares certificates of appointment to boards and commissions and records of terms

· Speaks to Citizens’ Academy participants regarding Boards and Commissions

· Prepares correspondence for County Council members; prepares agenda disposition letters for County Administrator

· Maintains County Council files; receives mail for Council members; distributes and answers mail as appropriate

· Maintains permanent documents such as Ordinances and Resolutions, indexes, and copies for departments, etc.

· Composes and Frames Resolutions and Proclamations for presentation

· Sends ordinances and resolutions for codification and legal filing

· Maintains and updates Code of Laws of South Carolina and other related legal references and distributes supplements

· Maintains verbatim recordings of meetings

· Performs research duties when necessary regarding Council approval or other matters

· Plans for swearing in for Council members and other elected officials; prepares invitations and programs

· Prepares County Council budget; approves bills for payment

· Prepares legal ads for publication in newspaper

· Attests, notarizes, and/or certifies official documents

· Serves as custodian of County Seal, Minutes, Resolutions and Ordinances

· Requisitions supplies for Clerk's Office and Council members

· Distributes information regarding seminars and conferences and makes travel arrangements for Council members

· Prepares travel reimbursement and expense reports for Council members

· Executes Industrial Revenue and General Obligation Bond documents

· Maintains calendar of business and social functions; arranges and cancels appointments and meetings; notifies Council of meeting times and related matters

· Answers phone and assists visitors in Administration as needed

· Coordinates special events and other projects as assigned

· Performs related tasks as required

KNOWLEDGE, SKILLS, AND ABILITIES

Comprehensive knowledge of the functions and organization of the County government; comprehensive knowledge of the rules of order as related to public hearings; thorough knowledge of the County's Charter and Code; thorough knowledge of standard office procedures, practices and equipment; ability to research and prepare reports; ability to compose Resolutions and Proclamations; ability to keep complex office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to express ideas effectively, both orally and in writing; ability to establish and maintain effective working relationships with other County officials, associates and the general public, and ability to deal with confidential information.

EDUCATION, EXPERIENCE AND CERTIFICATION REQUIREMENTS

Any combination of education and experience equivalent to graduation from an accredited community college with major course work in business or public administration and extensive experience in government at a responsible level.

ADA REQUISITES

Physical Requirements: Tasks involve the ability to exert light physical effort in sedentary to light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects, which may involve some lifting, carrying, pushing and/or pulling of objects and materials. Tasks may involve extended periods of time at a keyboard or workstation.

Data Conception: Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving direction and instruction from supervisor and giving instructions / training to co-workers.

Language Ability: Requires ability to read a variety of policies and procedures, insurance documents, laws, regulations, etc. Requires the ability to prepare budget documents, various reports, records, correspondence, etc. with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control and confidence.

Intelligence: Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts and draw valid conclusions; to deal with several abstract and concrete variables. Requires the ability to apply influence systems in employee training; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions; to teach employees. Must be able to communicate effectively and efficiently in a variety of technical and/or professional languages including risk management, safety, insurance administration, budgeting, etc.

Numerical Aptitude: Requires the ability to add and subtract totals, to multiply and divide, to use mathematical formulas, to determine percentages and decimals and to determine time. Must be able to use practical applications of statistics and algebra.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape, and visually read various information.

Motor Coordination: Requires the ability to coordinate hands and eyes using office machinery; to operate motor vehicles.

Manual Dexterity: Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Requires the ability to differentiate colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.

Physical Communications: Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear).

DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

Job Type: Full-time

Pay: $58,725.00 - $74,874.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• Clerical: 1 year (Preferred)

Work Location: In person

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