City Clerk

The Clerk acts as the vital connection between the Council and the citizens.

The Office of the Clerk for the City of Flemington handles clerical, record-keeping, and administrative duties for both the Council and the Mayor. This role encompasses a variety of tasks that aid in guiding and managing local government policies and laws. Below is a job summary, as well as some key duties and responsibilities of the City Clerk of Flemington.

 

Job Summary:

The City Clerk serves as the chief (or primary) administrative and financial officer for the City of Flemington and works under the general supervision of the duly elected Mayor or, in the absence of the Mayor, the Mayor Pro Tempore of the City.  The City Clerk works independently to accomplish regular and routine business of the city when such business falls within the parameters of established prior decisions and ordinances adopted by the Mayor and Council.  This position acts as a liaison between the public, elected officials, and city departments providing support to the Mayor and City Council. 

The City Clerk will project a positive image for the City by tactfully interacting with citizens of Flemington and others seeking information or involvement in City projects. As a representative of the City, the City Clerk is expected to maintain high standards of conduct, dress, communication, and manners at all times, both on and off the job.  This position is one of trust requiring the utmost honesty and integrity.

 

Official Records Management/Administrative

• Maintain and safeguard all official City documents, records, ordinances, resolutions, and contracts. Be the point of contact for records requests.
• Ensure compliance with state and local records retention laws. Back up historical records to digital form.
• Prepare and distribute meeting agendas, minutes, and public notices.
• Manage the City’s website and social media for transparency and public communication.
• Assist the Liberty County Planning Commission (LCPC) and any other entities, in the creation of ordinances and resolutions by following legal processes.
• Train and supervise the Administrative Assistant,

 

Mayor and City Council Support

• Attend City Council meetings and public hearings; record and prepare accurate meeting minutes.
• Provide procedural guidance to the Mayor and Council.
• When decisions and approvals are required by the Mayor and City Council, the Clerk gathers information, conducts necessary research, coordinates with other agencies, and performs other associated functions to ensure that Mayor and Council possess sufficient information on which to base decisions.
• Coordinate, when necessary, travel arrangements for outside training. Reconcile credit card usage.
• Provide the Council with an annual self-evaluation.          
• Provide timely responses to Mayor and Council correspondence and appropriate submission of information as requested.

 

Elections Administration

• Coordinate municipal elections, ensuring compliance with election laws and procedures.
• Certify election results and manage candidate filings.
• Handle the collection and management of documents related to ethics filings for the Mayor and City Council.

 

Budget and Financial Management

• Collect and deposit all funds due the City, including taxes.
• Disburse funds according to instructions from the Mayor and City Council, or in their absence, the Mayor Pro Tempore, ensuring proper authorization and documentation.
• Assist in the preparation of the annual budget and monitor department expenditure. Provide the Council with a draft budget in April.
• Handle financial reporting and maintain accurate financial records. Reconcile bank statements and provide Council with a detailed report at each meeting or on a schedule determined by Council.
• Coordinate the audit process.
• Back up records and financial data at least weekly.

 

Customer Service and Public Relations

• Respond to public inquiries, provide information, and process requests for public records in compliance with open records laws.
• Serve as the primary point of contact for citizens, vendors, and government officials.
• Issue all licenses and permits authorized by the City Council and keep a record thereof.
• Ensure that the City Hall is open during normal business hours and be present and on time during normal business hours, except for approved absences.
• Maintain an up-to-date listing of all active boards/committees.

 

Compliance and Policy Implementation

• Ensure compliance with City policies, ordinances, and state regulations.
• Organize and maintain archives and delete records according to Georgia Law and the City’s records retention schedule.
• Perform other duties as assigned.

 

Overall, the City Clerk is essential in promoting transparency and effective communication between the city government and its residents, fostering an informed and engaged community.