Albany City Clerk Sonja Tolbert named president of state organization

ALBANY — Sonja Tolbert downplays her February ascension to the presidency of the Georgia Municipal Clerks & Finance Officers Association, the almost-400-member statewide organization founded in 1956 to enhance the training of municipal clerks.

A strong advocate of education in her profession, Tolbert insists the title has nothing to do with adding to her resume.

“This is not about me or even the association,” the Albany city official said. “It’s about helping all clerks in the state of Georgia do their jobs better.”

The state’s municipal clerks are the unsung heroes of city government, their duties ranging from records-keeping to managing elections to keeping up with ever-changing laws that bring new requirements to the municipalities they represent. The multiple roles of municipal clerks have evolved over the years, placing increasingly more importance on their position.

“As with other careers, the role of the city clerk has evolved from on the job training to mandatory training, especially in smaller cities,” Tolbert said. “From HR (human resources) to elections to municipal court to keeping the records required of municipal governments, city clerks do it all. That’s why training is more important than ever.

“I’m fortunate that the county runs the elections here, but a lot of clerks in smaller cities must become certified to manage elections, plus there are so many mandatory filings to keep up with, and we must maintain campaign and finance contribution records.”

Tolbert became a permanent city employee in February of 1997, but she’s worked “off and on” with the city since 1982. (“I took time off to have my babies,” she said of her two children, now grown.) A Brooklyn, N.Y., native, she moved to Tuscaloosa, Ala., with her family when she was 10. She worked with the government of Tuscaloosa County before coming to Albany.

City officials say they’ve come to rely on Tolbert’s professionalism.

“Sonja’s honor is huge for us because it shows she is representing the board of commissioners and all of the citizens of Albany the way they should be represented,” Mayor Dorothy Hubbard said. “We are extremely proud that the members of her organization thought enough of her to select her for that important position.

“Sonja has been a real asset to me in this office. I was talking with new elected officials last week, and I told them I don’t know how I could make it without her. One thing she’s made me aware of: I’m 99.9 percent sure I can’t make any appointments without checking with her first. She keeps me on track.”

Tolbert, who has also received certification through the International Institute of Municipal Clerks, was nominated to serve on the governing board of the GMCFOA four years ago. According to the organization’s bylaws, she served as secretary, treasurer, president elect and president in successive years. Her term as president will continue through February of 2016.

“People say there is another ‘oldest profession,’ but our profession has been around since recorded history,” Tolbert said. “They were originally called scribes, and they were responsible for keeping the records that were handed down through history. I feel that city clerks are the backbone of city government. If we miss something, it could get our cities in trouble.

“One of the things I’m proudest of in my time as Albany’s city clerk is working with (Thronateeska Heritage Foundation Executive Director) Tommy (Gregors) to get the archives building up and going. Now the city’s permanent records have a permanent home.”

As GMCFOA president, Tolbert will join other members of the organization at the state Capitol in early May when Gov. Nathan Deal signs a proclamation making May 3-9 Municipal Clerks Week in the state.