Job Description

City of Ball Ground, Georgia
Position: City Clerk/Downtown Development Director
Department: Administration
Salary: $55,000 – $65,000 Based on experience and qualifications

Job Description

To perform this job successfully, an individual must be aable to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilites to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Job Summary

The purpose of this classification is to sesrve as custodian of the official city seal, maintain city council records required by the charter, and perform such other duties as may be required by the City Council.

Work is performed under the general supervision of the City Manager, but the City Clerk is a direct report to Mayor and City Council.

This position is also responsible for the development, execution, inplementation, and documentation of Downtown Development Authority (DDA) activities in the City of Ball Ground. The Director works with the City and Board of Directors to determine overall development objectives and action plans and is responsible for project oversight and administration. The Director enthusiastically and consistently promotes downtown development through various public relations initiatives and events; works cooperatively and effectively with businesses, property owners, and prospective developers, identifies and secures grant funding, and performs all administrative functions associated with DDA activities. This work is performed under the general supervision of the City Manager, but the Downtown Development Authority Director is a direct report to the Downtown Development Authority.

Essential Job Functions

  • Ensures compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures. Initiates any actions necessary to correct deviations or violations.
  • Consults with City Administrator, Mayor, City Council members and other officials to review operations/activities, review/resolve problems, receive advice/direction, and provide recommendations.
  • Maintains official documents and records of the City of Ball Ground: Maintains custody of all records, Council meeting minutes, committee/board meeting minutes, Council agenda, resolutions, and ordinances; assists with preparation of ordinances and resolutions; provides certifications of minutes and other documents; maintains a comprehensive index of documents/records; maintains properly indexed, accurate and complete minutes of proceedings of City Council, including all ordinances and resolutions passed; oversees maintenance of formal records and minutes pertaining to all committees, boards, advisory committees and Council meetings; oversees maintenance and preservation of intergovernmental agreements, franchise agreements, and other agreements and related records.
  • Coordinates the City’s records management and records retention programs: formulates and implements City recordkeeping policies and procedures; organizes maintenance of the deed file and tape library; preserves City records which are not assigned to the custody of other departments and maintains proper indexing to ensure ready access.
  • Conducts records maintenance activities in compliance with guidelines governing record retention ensures proper maintenance of records, confidentiality of information, and release of records to authorized individuals in accordance with established guidelines; initiates any actions necessary to correct deviations.
  • Coordinates publication or posting of required public notices pertaining to meetings covering state/federal laws.
  • Receives, resolves, and coordinates responses to open records requests as required by law.
  • Serves as custodian of City seal and affixes seal to official documents as required.
  • Provides support for City Council meetings and functions.  Attends all meetings of City Council; oversees compilation of City Council agenda.
  • Provides support for boards, commissions, authorities, committees, and others as deemed necessary.
  • Maintains membership lists of City board, committee, and advisory committee members and advises Mayor and Council of subsequent term expirations and vacancies.
  • Serves as Qualifying and  Election Filing Officer and performs other duties as specified in the Intergovernmental Agreement for Cherokee County to Conduct Elections for the City of Ball Ground.
  • Disseminates annexation information to necessary parties, such as the Election Office, Secretary of State, Department of Justice, or other entities. Prepares yearly reports to delineate all properties annexed during the preceding year, as required by the Department of Justice under the Voting Rights Act.
  • Prepares or completes various forms, reports, correspondence, agendas, meeting minutes, resolutions, proclamations, affidavits, or other documents.
  • Receives various forms, reports, correspondence, meeting documentation, contracts, agreements, deeds, annual reports, requests for records, records retention schedules, rules of order, parliamentary procedures, policies, procedures, manuals, directories, reference materials, or other documentation; completes, processes, forwards or retains as appropriate.
  • Operates a motor vehicle, personal computer, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, email, Internet, or other computer programs.
  • Communicates with City officials, employees, other departments, attorneys, the public, the media, other municipalities, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction.
  • Attends meetings, serve on committees, and makes presentations as needed.
  • Maintains a comprehensive, current knowledge of applicable laws/regulations: maintains an awareness of new trends, and advances in the profession; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.
  • Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, or processing incoming/outgoing mail.
  • Provides assistance to other employees or departments as needed.
  • Performs other such duties as may be required by the city council.
  • May represent the City of Ball Ground in the  Cherokee County Chamber of Commerce and other civic organizations.

Minimum Qualifications

Education and Experience

Requires graduation from a standard high school, supplemented by business college or closely related field; supplemented by five (5) years previous experience and/or training that includes municipal government administration, records management, public interaction, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Licenses or Certifications

  • Possess and maintain valid State of Georgia Municipal Clerk’s Certification or obtain one within 2 years.
  • Must attend seminars and other training related to city clerk duties and responsibilities.
  • Possess and maintain a valid Georgia driver’s license with a satisfactory motor vehicle record (MVR).
  • Certification as a Notary Public must be obtained after appointment to this position,

Knowledge, Skills and Abilities

  • Knowledge of principles, practices, and procedures associated with the maintenance of official records.
  • Knowledge of the requirements of the Georgia Open Records Act, Georgia Records Retention Schedule, and other federal, state, and local laws and ordinances affecting City government.
    Knowledge of election practices and procedures, including Voting Rights Act requirements and reporting requirements.
  • Ability to coordinate, manage, and/or correlate data.  Includes exercising judgment in determining time, place, and/or sequence of operations, referencing data analyses to determine the necessity for revision of organizational components, and in the formulation of operational strategy.
  • Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
  • Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
  • Ability to perform addition, subtraction, multiplication, and division. May include counting, recording of counts, and basic measuring.
  • Ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
  • Ability to exercise judgment, decisiveness, and creativity in situations involving broader aspects of organizational programs and operations, moderately unstable situations, or the direction, control, and planning of an entire program or set of programs.

Physical Demands

The work is sedentary to light, which requires the ability to exert light physical effort, but which may involve lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Tasks also require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.

Work Environment

Work is regularly performed without exposure to adverse environmental conditions.

The City has the right to revise this job description at any time. This  description does not represent in any way a contract of employment.

The City of Ball Ground, Georgia commits to a policy of equal employment opportunity for applicants and employees, complying with local, state, and federal laws. The City’s policy is to employ qualified persons without discrimination regarding race, creed, color, religion, age, sex, country of national origin, marital status, disability, sexual orientation, gender identity, genetic information, political affiliation, ethnicity, or status in any other group protected by federal/state/local law.

Notice to Hire

City of Ball Ground, Georgia
Position: City Clerk/Downtown Development Director
Department: Administration
Salary: $55,000 – $65,000 based on experience and qualifications

The City of Ball Ground is accepting resumés for a City Clerk/Downtown Development Authority Director. Our present City Clerk, Karen Jordan, is retiring after 39 years of service.

The purpose of this classification is to serve as custodian of the official city seal, maintain city council records required by the charter, and perform such other duties as may be required by the City Council.

Work is performed under the general supervision of the City Manager, but the City Clerk is a direct report to Mayor and City Council.

This position is also responsible for the development, execution, inplementation, and documentation of Downtown Development Authority (DDA) activities in the City of Ball Ground. The Director works with the City and Board of Directors to determine overall development objectives and action plans and is responsible for project oversight and administration. The Director enthusiastically and consistently promotes downtown development through various public relations initiatives and events; works cooperatively and effectively with businesses, property owners, and prospective developers, identifies and secures grant funding, and performs all administrative functions associated with DDA activities. This work is performed under the general supervision of the City Manager, but the Downtown Development Authority Director is a direct report to the Downtown Development Authority.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, which may be reasonable considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Equal Opportunity Employer

The City of Ball Ground, Georgia, commits to a policy of equal employment opportunity for applicants and employees, complying with local, tate and feceral laws. The City’s policy is to employ qualified persons without discrimination regarding race, creed, color, religion, age, sex, country of national origin, marital status, disability, sexual orientation, gender identity, genetic information, political affiliation, ethnicity, or status in any other group protected by federal/state/local law.

City of Ball Ground Events

City Events – 2024

  1. April 6: BBQ and Brews
  2. May 11: Garden Club plant sale & festival
  3. May 25: Concert in the park – Guardians of the Jukebox
  4. June  29:  Fireworks show & concert in the park (Fly Betty)
  5. September 14: Concert in the park – Whiskey Rose
  6. October 5: Ball Ground Rocks Festival
  7. October 26: Spooktacular in the gardens
  8. November 11: Veterans Day ceremony
  9. November 30: Hometown tree lighting – Botanical Gardens
  10. December 6: Christmas Parade
  11. December 7&8: Holiday Market downtown

This is a tentative schedule that will be updated from time to time as needed.

City Council Work Session

Work Session of the Mayor and City Council

City of Ball Ground, Georgia
Ball Ground City Hall – 6:00PM

AGENDA: January 4, 2024

Items for Discussion

a) Appointment of Mayor Pro Tem

b) Appointment of 2024 Department Heads, Committees and Board Members

c) Reaffirm Check Signers for any/all banking/checking accounts.

d) Establishing and Fixing Qualifying Fees for Municipal Elections per O.C.G.A. §21-2-131(1)(a)

e) Arbor Day Proclamation

f) Appointment to the Cherokee County Development Authority

g) First Reading of Metro District Model Stormwater Ordinance

h) Amendment to Stream Buffer Ordinance Subpart B-Land Development Sec. 107-7(a) – Administrative appeal and judicial review & Sec. 107-9(b)(1&2) – Land development requirements.

i) Metro District Model Building Code Change (Plumbing)

j) Adopt Zoning Map
City initiated rezones of Town and Country, Dean home, etc?

k) Historic Preservation Commission authorization ordinance

l) Request by Lee Lusk to construct stairs at old school

m) Amendment to Schedule of Fees

n) Council Member Christine Rogers – Discussion on Employee Appreciation Day and Community Volunteer Recognitions

o) Zoning Board of Appeals Amendment Appendix A – Zoning Sec. 109.3(d) Powers and duties.

Veterans’ Memorial in Ball Ground

The City of Ball Ground is proud to celebrate America’s veterans with a new memorial park. You are invited to purchase a brick made of Georgia red clay and inscribed with your veteran’s information. Each brick is $30.

Inscriptions may be a maximum of three lines with 16 characters in each line. Use the online form below to order a brick.  One form per veteran for which you would like to purchase a brick.  Note that a veteran’s residency in Ball Ground is not a requirement for purchasing a brick.  Someone from the City of Ball Ground will contact you concerning the payment.

"*" indicates required fields

Contact's Name*
Contact's Email*
Use the following three boxes to enter the veteran's name and any info related to his/her service. Maximum of 16 characters (including spaces) per line.
This field is for validation purposes and should be left unchanged.

Public Notice Post Template

Date: March 26
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