1. law, govt and politics

Job Title: City Clerk
Deadline for Resumes and Applications: Friday, June 5, 2015
Salary Range: $36,707 - $58,731
Applications should be submitted either by email to rcbrown@avondaleestates.org, regular mail
or hand delivered to Avondale Estates City Hall Attn: City Manager Clai Brown, 21 N.
Avondale Plaza, Avondale Estates GA 30002.
Job Summary: This position performs administrative and clerical work responsible for the
functioning of City Hall. Work involves maintaining official City records, providing support to
the Board of Mayor and Commissioners, and responding to citizen inquires and concerns.
Major Duties:
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Serves as Secretary to the Board of Mayor and Commissioners, Historic Preservation
Commission and Architectural Review Board by preparing agendas, attending all meetings,
taking minutes and then transcribing and keeping a record of the proceedings; distributes
information as requested;
Supports the maintenance of City records and public documents; performs certification and
recording for the City as required on legal documents and other records requiring such
certification; seals and attests by signature to ordinances, resolutions, contracts, easements,
deeds, bonds or other documents requiring City certification; catalogs and files all City
records;
Provides secretarial support to the Board of Mayor and Commissioners, the Historic
Preservation Commission and the Architectural Review Board; composes and types various
forms of written correspondence;
Prepares and distributes the Board of Mayor and Commissioners, the Historic Preservation
Commission and the Architectural Review Board agenda packets;
Responds to open record requests; provides public records and information to citizens, civic
groups, the media and other agencies as requested;
Assists the Code Enforcement Department with processing all permit authorizations
including building, fence, film, parade and solicitation permits;
Serves as the reporting office for all Campaign Contribution Disclosure and Financial
Disclosure Reports for candidates and public officer as required by the Ethics in Government
Act and State Ethics Commission; maintains all reports;
Maintains the City website; keeps the website up-to-date by ensuring information is posted in
a timely manner;
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Publishes the bi-monthly newsletters; gathers information, accepts payments for ads, collects
and edits articles and distributes the newsletter;
Updates City codes and ordinances;
Performs related work as required.
Knowledge Required by the Position:
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Knowledge of modern office practices, methods, equipment, and standard clerical
procedures;
Knowledge of or ability to learn municipal laws, policies, codes, and regulations;
Knowledge of or ability to learn the legal requirements related to keeping and preserving the
Board of Mayor and Commissioners, the Historic Preservation Commission, and the
Architectural Review Board minutes and all official City records;
Skill in the operation of modern office equipment;
Skill in various computer software such as Microsoft Word, Excel, Publisher and Photoshop;
Ability to understand complex legal issues and requirements;
Ability to obtain City Clerk certification;
Ability to complete internal core courses as determined by the City;
Ability to handle confidential matters with discretion;
Ability to prepare clear and concise reports and maintain minutes and important records;
Ability to understand and follow oral and written instructions;
Ability to communicate clearly and effectively, orally and in writing;
Ability to establish and maintain effective working relationships with City employees, City
officials and the general public.
Supervisory Controls: Work is performed under the general supervision of the City Manager
and reviewed through the inspection of records and the evaluation of the efficiency and
effectiveness of operations.
Guidelines: Guidelines include City and departmental policies and procedures, State of Georgia
Sunshine law and City Charter.
Complexity: The work consists of a variety of administrative, recordkeeping and clerical duties.
Scope and Effect: The purpose of this position is to maintain official City records and provide
administrative and clerical support to the Mayor and Commission.
Personal Contacts: Contacts are typically with City Manager, Board of Mayor and
Commissioners, Historic Preservation Commission, Architectural Review Board, Department
Directors, City Attorney, other City employees, business owners and the general public.
Purpose of Contacts: Contacts are typically to give and exchange information, resolve
problems, explain procedures and provide services.
Physical Demands: The work is typically performed with the employee sitting at a desk. The
employee uses tools or equipment requiring dexterity.
Work Environment: The work is typically performed in an office.
Supervisory and Management Responsibility: None.
Minimum Qualifications: Preferred Bachelor's degree in business management, records
management, public administration or related field; three (3) years of related experience
preferred; ability to obtain a State of Georgia Municipal Clerk Certification within three (3)
years; equivalent combination of education and experience.
21 North Avondale Plaza
AVONDALE ESTATES, GEORGIA 30002
(404) 294-5400
APPLICATION INFORMATION
Please read the following before completing your application. A separate application form is required for each position
title.
Completing the Application
Follow all instructions shown on the application. If you need more space, attach additional sheets. All applications must
be completed in full. A resume may be attached to provide additional information but does not take the place of completing the application itself. A complete and accurate application is essential since this is the primary source used for
determining your qualifications. The completed application form must include a minimum of three references.
Advertising Vacancies
Department heads or supervisors are responsible for notifying the City Manager when authorized positions in their
departments may become vacant as soon as they have such knowledge. The City Manager conducts such programs
of advertising and recruitment as are necessary in order to provide applicants for the position who meet established
employment standards. Announcements of vacancies will specify the title and salary range of the vacant position, any
minimum qualification requirements, manner of making application, the final date on which applications will be received,
and other pertinent information.
Job Requirements
Please note the education and/or experience requirements listed in the Vacancy/Recruitment Announcement for the
job(s) which interest you. These are minimum standards which all applicants must meet in order to be considered for
employment. The City Manager or other designated employee may remove from further consideration the application
of an applicant who (1) does not meet the minimum qualifications established for the position; (2) has previously been
separated from the city with cause or with prejudice; (3) has made false statements of material fact in his or her application; (4) has been convicted of a felony; or (5) has failed to submit his application within the prescribed time limit.
It is the policy of the City of Avondale Estates to prevent conflicts of interest and to avoid the appearance of impropriety
in the municipal workforce. Accordingly, the City shall not employ any member of the immediate family of a current
employee. In addition, no member of the immediate family of a person who is elected or appointed to the board of
mayor and commissioners shall be eligible for compensated employment in any capacity with the city or to enter into
a compensated contractual relationship in any capacity with the City during such person’s service as a member of the
board of mayor and commissioners and for a period of three years thereafter. Nor shall any person who is elected or
appointed to the board of mayor and commissioners be eligible for compensated employment in any capacity with
the City or to enter into a compensated contractual relationship in any capacity with the city during his or her service
in such office and for a period of three years thereafter. Immediate family means parents, spouse, children (adopted
or natural) and stepchildren, brothers or sisters, grandparents, grandchildren, parents-in-law, sisters/brothers-in-law,
aunts, uncles, nieces, and nephews.
Employment Policy
It is our policy that employment decisions are made on the basis of merit and fitness for the position. We are an Equal
Opportunity Employer. All employees are required to provide proof of identity and authorization of employability at time of
appointment (e.g., driver’s license or state-issued picture identification and original social security card or birth certificate).
Applicant Procedure
1. A completed application must be received or postmarked by the established closing date as stated on the Vacancy/Re
cruitment Announcement. Materials relevant to the application process will not be accepted via FAX.
2. If the position requires a test, you will be notified by mail as to the date, time, and place to appear.
3. Every application received by the established closing date is reviewed for minimum qualifications and competitiveness
by appropriate city staff.
4. You will be notified in writing regarding the status of your application.
Interviews and Offer of Employment
1. In order to avoid negligent hiring so as to protect the safety of all associates, criminal record checks may be made.
Facts such as recency and rehabilitation will be considered before a decision is made by the City Manager to disqualify
an applicant on the basis of a criminal record which is relevant to the position sought. All applicants who will operate City
vehicles must have a valid and appropriate class driver’s license and have no convictions for DUI, suspended license,
or serious moving violations on their records for five (5) years prior to the date of application.
2. Applicants meeting the employment standards for the position will be interviewed by the appropriate supervisor/department head and the City Manager.
3. The City Manager has final authority relative to the hiring of all City Associates and will notify the candidate selected for
the position. Those candidates who are interviewed but not selected are also informed of the hiring decision.
4. All offers of employment are contingent upon successful completion of a physical examination and drug test as prescribed by the City. All applicants who are hired will be on probationary status (working test period) for at least six months.
The City Manager, at the supervisor’s request, may extend the working test period for up to six additional months.
Associates in a working test period status do not have appeal rights unless there is alleged discrimination
because of race, age, color, religion, sex, national origin, disability, or any other characteristic protected by law.
Your interest in employment with the City of Avondale Estates is appreciated. Should you have a change of address or phone number, let us know.
Note: Resumes, letters of reference, etc., submitted with the application become property of the City of Avondale Estates and cannot be returned.
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EMPLOYMENT APPLICATION
CITY OF AVONDALE ESTATES
Application may be mailed to:
City of Avondale Estates
21 North Avondale Plaza
Avondale Estates, Georgia 30002
(404) 294-5400
All applicants are considered for positions without regard to race, age, color, religion, sex, national origin, disability, or any
other characteristic protected by law.
INSTRUCTION: It is important that you answer all items on this application fully and accurately. The information you give
will be used in determining your qualifications and rating for employment. If an item does not apply to you, or if there is not
information to be given, write in he letters “NA” for Not Applicable. Please print in ink or type your answers.
In order to be assured consideration for employment, your application must be received or postmarked no later than the
closing date of the Vacancy/Recruitment Announcement.
PERSONAL DATA
A separate application is
required for each position title.
3. If selected, how soon
after notification will you be
available for work?
2. Check Availability:
1. Title of position for which you are applying:
_____________________________________
❏
Full-time
❏
Part-time
❏
Temporary
Any Shift
❏
Ms.
4. NAME: ______________________________________________________
(last)
(first)
(middle or maiden)
Mr.
6. ADDRESS: ___________________________________________________
(number)
(street)
( apartment number)
_______________________________________________________________
(city) (state)
(zip code)
(county)
❏
______________________
5. __________________________
Social Security Number
7. Phone: Area/Code/Number
Home: (
) _______________
Work: (
) _______________
Other: (
) _______________
❏
8. Are you a citizen of the United States?
yes
no If no, are you a permanent resident?
(All employees are required to provide proof of identity and authorization of employability.)
❏
yes
❏ no
9. In case of emergency, notify: _______________________________________________________________________
(name)
______________________________________________________________________________________________
(address)(phone: area code/number)
10. Have you ever been or are you currently employed by the City of Avondale Estates?
❏ yes ❏ no
If yes, what was/is your last position title? _____________________________________________________________
Dates of employment _____________________________________________________________________________
(from)(to)
11. If applying for a position in the police department, are you certified by Georgia Peace Officers Standards and Training Council?
yes
no
If no, stop here as you cannot be considered for employment with the police department until such time as you are certified.
❏
❏
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12. Do you have any relatives who are employed by the City of Avondale Estates or who are members of the Board of
Mayor and Commissioners? If yes, give name(s) of such relative(s) below.
___________________________________________________________________________________________
(if relative is immediate family as defined on the applicant information sheet under “job requirements,” stop here as
you cannot be considered for employment at this time.)
❏
❏
13. Do you have a valid driver’s license?
yes
no If yes, class ________________ and state ____________
License # ______________________________________
14. How did you learn about the job for which you are applying?
❏
❏
❏
❏
City Associate
friend or relative
self-initiated other ____________
15. Can you perform the functions of the position for which you are applying without any accommodations? If no, please
state what accommodations you w ill require. _________________________________________________________
EDUCATION AND TRAINING
16.Education
Name and location of high school:
______________________________________
______________________________________
Name and location where GED obtained
______________________________________
______________________________________
A. Are you a high school graduate
❏
yes ❏
no
B. If no, do you have a GED?
❏
yes ❏
no
C. If you do not have a high school diploma or GED, indicate highest grade completed: _____________________
No. of Credits Completed
Semester
Quarter
Hours
Hours
Name and location of college
or university attended
Year
Degree
Received
Type of
Degree
e.g., BA
Major
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
Under Graduate College Subjects
pertinent to position for which
application is made
No. of Credits Completed
Semester
Quarter
Hours
Hours
Graduate College Subjects No. of Credits Completed
Semester
Quarter
pertinent to position for
Hours
Hours
which application is made
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
Applicants may attach transcripts as additional information.
Other Schools or Training
(trade, armed forces, business, etc.)
Date of Attendance
or Training
Subjects Studied
Type of Certificate
Received
Year Certificate
Awarded
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
17. Do you type?
❏
yes
❏
no
18. Do you have word processing experience? 19. Do you have data entry experience? Do you take shorthand? ❏
❏
❏
yes
❏
no
❏
________________ ❏
yes Machine Model: _______________________
yes Years/Months experience:
2
no
20. Fully describe any other special qualifications and skills possessed (i.e., licenses, skill with machines, computer
software, public speaking, foreign language, publications, etc.). Explain how acquired and extent of experience. Attach
additional sheets if necessary.
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
21. List any awards received and memberships in professional or scientific societies:______________________________
________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
WORK HISTORY
22. A resume may be attached only as additional information and will not be accepted in lieu of completing this section.
Describe your work history beginning with your current or most recent job. Include military and/or volunteer experience.
If you worked for the same employer, but at various times held different jobs, describe each separately. Describe in de
tail the specific duties beginning with your primary duties. Attach additional sheets if necessary. If duties varied widely
in one job, give percentages of time for each duty. Indicate the number and type of employees under your supervision.
Emphasize work you feel relates to the job for which you are applying. Failure to give complete and detailed information
regarding each job held may result in your disqualification or in a lower rating score.
Name and Complete Address of Employer:
Dates Employed (give month and year)
From ______________ To _____________
Salary: Beginning $ _________ per ______
Exact Title of Position:
Ending $ __________
Name of Immediate Supervisor:
Hours per Week:
Reason for Leaving:
per ______
Area Code/Phone No.
Describe your duties and accomplishments: _____________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
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Name and Complete Address of Employer:
Dates Employed (give month and year)
Hours per Week:
From ____________To ____________
Salary: Beginning $ ______ per ______
Exact Title of Position:
Reason for Leaving:
Ending $ _______ per _______
Name of Immediate Supervisor:
Area Code/Phone No.
Describe your duties and accomplishments: ____________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
Name and Complete Address of Employer:
Dates Employed (give month and year)
Hours per Week:
From ____________To ____________
Salary: Beginning $ ______ per ______
Exact Title of Position:
Reason for Leaving:
Ending $ ________ per _______
Name of Immediate Supervisor:
Area Code/Phone No.
Describe your duties and accomplishments: _______________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
Name and Complete Address of Employer:
Dates Employed (give month and year)
Hours per Week:
From ____________To ____________
Salary: Beginning $ ______ per ______
Exact Title of Position:
Reason for Leaving:
Ending $ _______ per _______
Name of Immediate Supervisor:
Area Code/Phone No.
Describe your duties and accomplishments: _____________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
Attach additional sheets if necessary
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GENERAL BACKGROUND
Answer item 23 through 25 by placing an “X” in the proper column.
23. Have you
in item 28.
Yes
No
ever been fired or forced to resign by an employer? If yes, provide details
24. Have you ever been convicted of an offense against the law or are you now under
charges for any offenses against the law? You may omit: (1) traffic violations for which
you paid less than $75 in fines and (2) and any offense committed before your 21st
birthday which was finally judged in juvenile court. If yes, provide details in item 26.
Note: A conviction does not automatically exclude you from consideration for
employment.
25. Do you have a financial interest in any business or employment in a position which you
expect to retain if hired for the position you are seeking?
If yes, provide details in
item 26.
26. Space for detailed answers.
additional sheets if necessary.
Indicate item number to which answers apply. Attach
Item No.
DETAILS
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
MILITARY SERVICE
27. Have you ever served on active duty in the United States Military Service (excluding tours of active duty
❏ yes ❏ no
for training in the Reserve or National Guard)?
Dates of active duty: From __________________ To ______________
Type of final discharge: _________________________
Date of Discharge: _____________________________
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REFERENCES
28. List at least three (3) persons who are not related to you and who have knowledge of your qualifications for the
position(s) for which you are applying. Do not repeat the names of supervisors listed under work history.
Name
Business or Home Address and Phone Number
Business or Occupation
______________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
________________________________________________________________________________________________
CERTIFICATION AND AUTHORIZATION FOR RELEASE OF INFORMATION
Read item 29 carefully before signing this application.
29.I certify that the information given by me in this application is true and complete to the best of my knowledge, knowing
that any false information, misrepresentation, or concealment of fact is sufficient grounds for my application to be
rejected or, if employed, my employment terminated.
I understand and agree that all information furnished in this application may be verified by the City. I hereby authorize
all individuals and organizations named or referred to in this application and any law enforcement organization to give
the City of Avondale Estates all information relative to my employment, education, and character, and hereby release
such individuals, organization, and the City of Avondale Estates from any liability for any claim or damage which may
result.
_____________________________________________
(Signature of Applicant)
__________________________________
(Date)