The job description does not constitute an employment agreement between the City and employee and is subject to change by the City as the needs of the employer and requirements of the job change.

PURPOSE OF POSITION

Performs a variety of routine and complex administrative duties in support of the City Clerk’s Office. Work is performed with considerable discretion, judgment and diplomacy in the assistance and support of the City Clerk and may serve as Acting City Clerk in the Clerk’s absence. The Deputy Clerk performs numerous and diverse duties under the general supervision of the City Clerk or assigned designee.

This position is considered an emergency/disaster position. During emergency conditions, all City employees are automatically considered emergency service workers. City employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency, which requires that the employee be ready, willing, and able to report to work during emergencies and/or disasters of any kind, notwithstanding any other commitments the employee may have and be able perform emergency services duties, as assigned.

ESSENTIAL JOB FUNCTIONS:

Provides administrative and technical support to the City Clerk while exercising confidentiality, discretion, judgement, and supervised independence.

Assists the City Clerk with the coordination of administrative matters of the department; assists to identify and resolve administrative problems.

Assists the City Clerk with the flow of administrative work, schedules meeting and conferences, and notifies attendees.

Maintains department appointment schedules and calendars.

Accurately records appointments of members to City Boards and Committees. Maintains official attendance log.

Assists the City Clerk in the preparation, entering and monitoring of the department budget.

Composes and prepares a variety of correspondence and documents; maintains department filing system, administrative logs and reports.

Reviews and routes mail and other written communications; determines and identifies items that require immediate attention.

Routinely greets and interacts with the public and elected officials. Receives, screens and routes incoming telephone calls providing prompt and accurate information as needed.

Conducts city records research for the City Clerk, City Administration, City Attorney, and general resident inquiries. Prepare special data collection and analysis reports as assigned.

Responsible for processing purchase orders, travel requests and other expenditures, as needed.

Processes payroll time sheets, prepares personnel history and change of status forms and other related personnel documents, as needed.

Assists the City Clerk in the agenda development process for City Council, including coordinating the review of agenda material and appropriate distribution and publication of the final agenda.

Assist the City Clerk with the preparation of Council meeting / workshop materials.

Attends City Council meetings, workshops and other events as needed by the City Clerk.

Accurately and competently, transcribes minutes of City Council meetings and workshops; appropriately distributes and publishes approved minutes.

Responsible for pre-meeting / workshop preparation of the chambers, including but not limited to Council Dais, anteroom and audio-visual system.

Assists the City Clerk with the City Election process in accordance with State Law, City Code and Charter.

Assist the City Clerk with preservation and retention of all city records and legal documents.

Assist the City Clerk with the recording of property acquisitions, transfers, and other legal documents, with the County, State and Federal government.

Assist the City Clerk with determining the historical significance of documents when preparing for the disposition of public records.

Assist the City Clerk with management of the Maitland Cemetery and official records.

Assist the City Clerk in the administration of all City records and information management, including, but not limited to records, indexing, digitizing, and retention / archiving scheduling per applicable law.

Assist the City Clerk with processing all official city records request in compliance with Chapter 119 Florida Statutes and all applicable laws.

Preserves, maintains, and updates the records log.

Assist the City Clerk with implementing policies and procedures for managing information from creation to final disposition, to include, planning, coordinating, and carrying out records inventory while ensuring compliance with city, state and federal laws.

Assist the City Clerk with training on records management policies, procedures, and best practices throughout the city.

Serves as the point of contact for the reservation of the council chambers and conference rooms and preparation of monthly calendar.

OTHER JOB FUNCTIONS:

Attend classes, seminars and workshops related to duties and responsibilities with prior approval.

Provides back up to other related positions.

Perform other duties as assigned.

CRITICAL SKILLS/EXPERTISE:

Ability to interact with the public and communicate proficiently.

Maintains considerable knowledge of office procedures and operation of various standard office equipment.

Ability to analyze facts and exercise sound judgment in arriving at conclusions.

Ability to analyze, interpret and carry out assigned projects to their completion. Ability to plan, organize prioritize and coordinate work to meet time commitments.

Ability to assist in developing long-range plans and programs in evaluation of work accomplishment.

Ability to prepare reports and present ideas clearly and concisely. Knowledge of methods of data collection. Ability to communicate both orally and in writing.

Proficient skills with a personal computer to include, but not limited to, working knowledge of Microsoft Office products (Word, Outlook, PowerPoint and Excel). Preferred experience with CivicClerk, Laserfiche and Munis.

Knowledge of municipal government procedures and regulations.

Knowledge of Florida’s Government-in-the-Sunshine law, Chapter 119 Florida Public Records law and record retention schedules.

Ability to establish and maintain effective working relationships across departments, with fellow employees, the public and elected officials. Utilizing diplomacy and tack while retaining confidentiality in all dealings.

Ability to work with minimal supervision, collect and perform data analysis and make sound administrative decisions.

Bachelor’s degree in Public Administration or Business Administration, or related field and two (2+) or more years of experience in a progressively responsible professional position in administrative support in a professional office environment, or an equivalent combination of education, training, and experience.

MINIMUM QUALIFICATIONS

Must be able to obtain the Certified Municipal Clerk (CMC) designation within the time frame set by the City Clerk.

Must be able to obtain the Florida Certified Records Manager (FCRM) designation within the time frame set by the City Clerk.

Must be a Notary Public or become one within the time frame outlined by the City Clerk.

Must possess and maintain a valid Florida driver’s license.

Must possess the National Incident Management System (NIMS) IS-700 within 30 days of employment and the ICS-100 within 90 days of employment. There may be additional NIMS required, which will be scheduled by your Supervisor.

PREFERRED QUALIFICATIONS:

Public sector and Civic Clerk experience preferred.

CMC/CRM or FCRM preferred.

Working knowledge and proficiency utilizing Laserfiche.

Experience in governmental records management and knowledge of Florida’s Public Records and Open Meeting laws preferred.

City of Maitland

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Deputy City Clerk