Dade County Is looking for a new county clerk as long time clerk Don Townsend moves into his elected County Executive role.

The Clerk to the Commission is appointed by the Chairman and subject to confirmation by the Board of Commissioners. The County Clerk is officially responsible for the County seal, the retention and preservation of official records including: meeting agendas, minutes, resolutions, ordinances, as well as provide administrative support to the Commission. Additionally, the Clerk researches, reviews and interpret policies, ordinances, resolutions, and deeds. Furthermore, the Clerk shall maintain an inventory of all properties, keys, and such books and records as may be required by the board and do such other acts and things as may be required of the Clerk by law or by the board.

The Clerk of Commissions’ primary role is to resourcefully and effectively manage the goals and expectations of the Board of Commissioners of Dade County, Georgia.

Further, it is a prerequisite the Clerk attend all Board of Commissioners meetings and ensure accurate recordings of the proceedings. Meeting preparation is one of the essential services provided by the Clerk. The Clerk also is assigned as the Legislative Liaison and Open Records Officer for the County. Should a citizen need assistance regarding a request under the Freedom of Information Act (FOIA) you may contact the Office of the County Clerk

Supplementary duties of the Clerk are to track the boards and committees and to ensure all county ordinances are codified as required by State law. Dade County utilizes the services of Civic Plus (formerly Municode) for codification. Internally, the Clerk also facilitates communication between Commissioners, staff and the public, including providing information related to upcoming meetings and agendas.

   COMPLEXITY/SCOPE OF WORK

• The work consists of varied management, administrative, and supervisory duties. Frequent changes in legal requirements contribute to the complexity of the position.
• The purpose of this position is to provide administrative support for the work of the Board of Commissioners, manage county records, and administer other assigned county functions. Success in this position contributes to efficiency and effectiveness of county operations.

   KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION

1. Knowledge of general office practices and procedures including filing, indexing, bookkeeping, posting, records maintenance, etc.

2. Knowledge of the operations, functions, and scope of authority of County departments and offices.
3. Knowledge of the County code and legal requirements, County policies and procedures and maintenance thereof.

4. Ability to accurately and concisely record proceedings of meetings.
5. Ability to manage complex calendars and schedule complex meeting agendas.
6. Knowledge of administrative management and planning.
7. Knowledge of the procedures and protocols of the County Clerk’s Office.
8. Knowledge of supervisory principles and practices.
9. Knowledge of relevant local, state, and federal laws.
10. Skill in planning, organizing, directing and coordinating the work of personnel.

11. Skill in the analysis of problems and the development and implementation of solutions.

12. Skill in the preparation of clear and precise reports.

13. Skill in oral and written communication.
14. Knowledge of computers and job-related software programs.
15. Extensive knowledge of all Microsoft Office Programs.

  MAJOR DUTIES

1. Serves as Board liaison to a variety of individuals, groups, committees and organizations to convey or gather information required for county operations.

2. Responsible for preparation of proposals for federal and state programs; verifies obligations and expenditures commensurate with annual work plan and deliverables.
3. Participates in program management activities, contract documentation, and the opening and closing of programs.
4. Coordinates a wide variety of activities for the Board of Commissioners, including meetings, workshops, seminars, and symposia.

5. Ability to train, assign, direct and supervise the work of assigned personnel.

6. Prepares meeting agenda and electronic information packets for the Board of Commissioners meetings.
7. Is responsible for meeting the Official Code of Georgia Annotated (OCGA) legal requirements for preparing and posting agendas and ordinances in specified public places/websites and within the County’s legal organ.
8. Coordinates preparation of special called meetings, public hearings for awards and ceremonial resolutions and/or proclamations of the Board; obtains signatures as needed on pending and completed business. Records and preserves minutes of such hearings.
9. Attends meetings, executive sessions, and workshops to provide information, record minutes, and provide administrative support to the Board.
10. Monitors county activities and program components to coordinate activities and to ensure compliance with established administrative, legal, and financial requirements.
11. Responds to concerns and complaints from a wide variety of sources; resolves problems, provides information, and refers to appropriate personnel or departments.

12. Conceives, develops, prepares and produces drafts and final correspondence, publications, ordinances, resolutions, proclamations, reports, memoranda, and proposals.

13. Maintains the master file index for the Board of Commissioners; maintains a wide variety of hard copy and electronic documents, files and records.
14. Authorized to complete and compile data from a wide variety of sources to prepare Board of Commissioners meeting agenda and packets.
15. Reviews legislation, laws, and journal articles relating to open records, open meetings, and other issues effecting department operations; assists in developing procedures to comply with related laws.

16. Conducts and/or assists with bid openings.

17. Monitors compliance of County policies and procedures; and provides periodic analysis of risk management for annual audit.
18. Serves as the official secretary (witness) for all financial resolutions filed with in financial institutions.

19. Serves as administrative support for County’s Human Resources Operator.

20. Supervises the County Commission’s role in the Continuity of Operations Plan (COOP) in collaboration with Dade County’s Emergency Management Agency’s director and the County Finance Officer.

21. May serve as or delegate another county employee to clerk for various boards and/or authorities as authorized by local ordinances.

  ADDITIONAL RESPONSIBILITIES

• Assists County Attorney as needed in writing ordinances; including amendments to existing ordinances.
• Assists in writing and submitting applications/requests for state or federal grants.
• Assist the County Finance Officer in budgeting/millage rate process as well as during audits.
• Assists Department heads and Constitutional Officers’ as needed including development and implementation of policies and procedures as may be requested; and provide advisory assistance as required.

   SUPERVISORY CONTROLS

The County Executive and Board of Commissioners may assign work in terms of department goals and objectives. The supervisors review work through conferences, reports, and observation of department activities. The County Clerk is responsible for collaborating with directors to reconcile and generate monthly reports in a management style format to be presented to the County Executive and/or Board of Commissioners prior to the regular monthly meeting.

   GUIDELINES

Guidelines include local, state and federal agency guidelines; county human resources policies and procedures; Health Insurance Portability and Accountability Act (HIPAA) requirements; and county policies, plans, and procedures. These guidelines require judgment, selection and interpretation in application. This position develops department guidelines.

   CONTACTS

• Contacts are typically with co-workers, other county personnel, elected and appointed officials, vendors, contractors, attorneys, and members of the general public.
• Contacts are typically to provide services; to give or exchange information; to resolve problems; or to justify, safeguard or negotiate matters.

   PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing or stooping. The employee frequently lifts light objects, uses tools or equipment requiring a high degree of dexterity, and distinguishes between shades of color.
• The work is typically performed in an office.

   SUPERVISORY AND MANAGEMENT RESPONSIBILITY

This position has direct supervision over assigned personnel within an area, department, or unit. The position of County Clerk is accountable to the Board of Commissioners.

   MINIMUM QUALIFICATIONS

• Baccalaureate degree in a course of study related to the occupational field required.
  • More than five years of related experience required.

LICENSES AND CERTIFICATIONS

• Certified Clerk or the ability to obtain such certification. State mandated training is required within 12 months. Certification is required within 4 years.
• Master Clerk, or the ability to obtain such certification, is requested to be completed within 8 years.
• Supplemental training provided by the Association County Commissioners of Georgia (ACCG), Georgia Municipal Association (GMA) or the International Institute of Municipal Clerks (IIMC) is highly recommended. After all attainable certifications from the University of Georgia’s Carl Vinson Institute of Government (CVIOG) have been attained, the County Clerk shall maintain the minimum requirements outlined by the Georgia County Clerk’s Association (GCCA) and the Georgia Clerks Education Institute (GCEI) program guidelines as established upon receiving the Master Clerk Certification (MCC). Annual Continuing Education Units (CEUs) are required to maintain a County Clerk’s certification in the State of Georgia. Additional certifications provided by ACCG are recommended, but not required to be attained.

COMPENSATION AND FRINGE BENEFITS

• The County Clerk is an exempt (salaried) employee subject to Georgia’s At-Will status. Earned income shall be paid on a biweekly basis (26 pay periods each year).
• The County Clerk is subject to the most recently published version of the Dade County Employee Handbook & Policy Manual that describes in detail all fringe benefits and other allowances. A copy may be requested from the Human Resources Officer by calling 706-657-4625.
• Exact salary information shall be based upon the applicant’s educational degrees and past career/related job experiences.

APPLICATION PROCESS

Application packets are being accepted at the present time for the position of County Clerk to the Board of Commissioners of Dade County, Georgia.
(We are NOT accepting online job applications for this position.)

To apply for the position of County Clerk the applicant is required to submit a written application that may be obtained in person from the Dade County Commission office located inside the Dade County Administrative Building, 71 Case Avenue, Suite 243, Trenton, Georgia 30752. Please attach a personal resume to the application packet along with an introductory cover letter. Please attach any letters of recommendation to the application. Applications should be hand delivered to the current County Clerk, Mr. Don Townsend.

This process will remain open until the position is filled. Candidates may be contacted for an initial interview followed by a second interview if selected. A candidate for the position of County Clerk should be prepared to start work no later than December 1, 2024.

Be advised that all applicants are subject to Drug Test Consent and Information Release including a full credit and personal background check prior to any job offer being announced.

Pursuant to Title II ADA and Section 504 of the Rehabilitation Act of 1973, as amended, no otherwise qualified individual with a disability in the United States shall, solely by reason of her or his disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance or under any program or activity conducted by Dade County, Georgia. Additionally, pursuant to Title VI of the Civil Rights Act of 1964 and the Civil Rights Restoration Act of 1987, no person shall on the grounds of race, color, or national origin be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity conducted by Dade County, Georgia.

Dade County, Georgia consider applicants for all positions without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, marital or veteran status, the presence of a disability, or any other legally protected status.