Work Schedule: Monday – Friday; 8:30 -5:00

Location: Kershaw County Government Center Camden, SC

Benefits: Medical Insurance, Retirement, Paid Holidays, Vacation and Sick Days

General Description

The Clerk to County Council is responsible for facilitating the legislative process for Council members, individually and collectively, and ensuring that appropriate protocol is followed. Support for the Administration Team is accomplished through working with all County staff.

The County Administrator and Clerk to County Council shall prepare a proposed agenda which shall be compiled with supporting documentation by 1:00 pm on Wednesday preceding the next regular scheduled session of county council at which county council will vote on or take action on any matter coming before county council. The agenda shall be published by 1:00 p.m. on Friday.

The Clerk shall be highly motivated, exceptionally organized and attentive to detail. The Clerk will be responsible for performing research on county related issues and preparing memoranda summarizing findings and outlining various options for Council.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this job/class. Administration may assign additional functions related to the type of work of the job/class as necessary.

Essential Functions:

Assists the County Council members and Administration by performing a variety of secretarial and clerical duties, which may include but are not limited to composing and/or preparing reports and correspondence, compiling data, maintaining inventory of office supplies and equipment, scheduling meetings, maintaining computer record-keeping operations, assisting in budget preparation, making travel arrangements and processing daily mail.

Copies, transcribes, enters or posts data or information; knowledge of local and State government organizations and functional responsibilities; interpret statutory, regulatory and other bureaucratic material; knowledge of supervisory principles and practices; knowledge of principles, practices, methods and techniques commonly used in governmental legal search and development; knowledge of the organization, functions and interrelationships of County and other governmental agencies; and has the ability to comprehend, interpret and apply regulations, procedures and related information.

Makes logistical arrangements for, and prepares notices, agendas and supportive materials for Council and committee meetings; attends meetings; records and transcribes meeting minutes and makes them available to Council members and the public.

Notifies Council members and media of public meetings; advertises public hearings, other public meetings and legal notices.

Anticipates and prepares materials needed by County Council and Administration for conferences, meetings, correspondence, etc.

Coordinates follow-up actions for contracts, easements, leases, bonds, ordinances, resolutions, deeds for property and other paperwork as required for efficient and effective operations of the County.

The Clerk to County Council shall perform and carry out any and all other duties and responsibilities assigned by the Administration, by any other ordinance, resolution, or motion of County Council, by the Chair of County Council, or by applicable law.

The County Administration will supervise the Office of the Clerk to County Council for daily affairs with County Council possessing ultimate authority.

Receive and handle council phone calls, correspondence, and coordinate citizen requests.

Assists with Council budget development activities; monitors expenditures.

Attends bond and loan closings to sign and seal legal documents.

Answers the telephone; screens callers and/or provides accurate information and assistance to callers; forwards calls to appropriate personnel; takes messages as necessary.

Greets and assists office visitors.

Reconciles credit card statements for Council, Administrator, Deputy Administrator and Assistant Administrator.

Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills.

Additional Duties:

Creates and organizes permanent records of ordinances, resolutions, minutes, petitions, and other legal documents; and files necessary copies with the Clerk of Court. Maintains custody of the county seal and maintains information on board appointments.

Interacts and communicates with County Council, Administration, County department heads and employees, sales representatives, consultants, County officials, government agencies and the general public as assigned.

Finalizes County Council meeting agendas: After the County Administrator and Council Chair have agreed upon the agenda, the Clerk to County Council shall finalize the agenda, publicize and communicate all relevant documents to Council Members as well as media, and prepare copies for expected attendance at meetings

Records meetings of County Council and make recordings available for review.

Prepares official minutes of meetings and promptly disseminates draft copy to Council for review.

Any communications to the Clerk to County Council will be disseminated promptly to the appropriate party(s).

The Clerk shall maintain a current calendar of meetings, events, etc. on the county website.

The Clerk shall be responsible for updating and maintaining complete information for each Agency, Board or Commission under the County operations or serving the County. The information may include member information, articles and/or by- laws, meeting minutes, and any other necessary information. The Clerk shall receive and maintain applications from individuals interested in serving on Agencies, Boards and Committees to which the Council makes appointments and shall promptly provide information about new applications to the Council liaison on an ongoing basis.

The Clerk shall be responsible for preparing all written documents, writing, preparing and printing all ceremonial documents/proclamations for presentations.

The Clerk shall notify all Council members of meeting dates, times and locations prior to the scheduled meeting.

Provides support services to County Council and Administration.

Performs all other duties as assigned.

Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis and sustained keyboard operations.

Minimum Education and Experience Requirements:

Prefer an Associate’s Degree or specialized courses/training equivalent to satisfactory completion of two years of college in related field.

Minimum of 5 years administrative, clerical, office support experience OR an equivalent combination of education, training and experience.

Special Certifications and Licenses:

Preferred SC Notary of Public

Preferred working knowledge and training of Roberts Rule of Order

Americans with Disabilities Act Compliance

Kershaw County is an Equal Opportunity Employer. ADA requires Kershaw County to provide adequate accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management. Kershaw County is a drug free workplace.