DEFINITION
This is a contract position, appointed by the City Commission. This is responsible administrative and specialized clerical work in directing the activities of the Office of the City Clerk. An employee in this class is responsible for the organization, supervision, and coordination of a wide variety of municipal activities including serving as Clerk of North Lauderdale, and providing assistance and services to City Officials, departments and the public. Responsible for recording the City Commission's and the Planning and Zoning Board's verbal discussions at meetings, and preparing summaries/minutes and instructions for processing. Directing the publication, filing, indexing, and safekeeping of all proceedings of the City Commission and the Planning and Zoning Board; recording and certification of all ordinances and resolutions, serving as custodian of the City Seal and official City records; prescribing and furnishing of sample forms for petitions; and coordinating municipal elections. The scope and responsibilities of this position are normally defined by legal requirements and the employee uses considerable independence within these limits, subject to general direction from the Mayor, City Commission and the City Manager.
ESSENTIAL JOB FUNCTIONS
- Provide public notice for all meetings subject to the Sunshine Law and prepare legal advertisements/notices as necessary.
- Attend and prepare and distribute agenda materials and minutes for all regular/special sessions of the City Commission and other board and committee meetings as deemed appropriate.
- Maintain custody of municipal records, including ordinances, resolutions, contracts, agreements, deeds, real estate transaction; and promulgates procedures for the orderly management, maintenance, retention and destruction of said records in accordance with state law. Serve as the State Records Management Liaison Officer.
- Reviews contracts, ordinances, and resolutions as appropriate for accuracy and completeness and for time element control procedures in a timely manner.
- Serves as the secretary of the City's Planning and Zoning Board.
- Attests by signing all legal papers, (e.g., agreements, leases, ordinances and resolutions) and records them in various permanent files and furnish certified copies as required.
- Administers oaths required by the laws or ordinances of the City.
- Responsible for setting of dates for publications and dates for hearings.
- Keeps records and lists of all appointees to City boards and committees.
- Receives inquiries from the public by letter, telephone call, or in person and furnishes information, municipal laws, and official records as required.
- Organizes and supervises all arrangements for City elections, including necessary legal advertisements and dates, ballots, locations of precinct polling places, recruitment of personnel, procurement of necessary forms, certification of correctness of each voting machine, custody of registration books from the Supervisor of Elections, reviews payrolls for election boards, directs absentee voting, establishes procedures for election tabulation for presentation to the City Commission, maintains legally required financial reports of candidates.
- Provide support to the City Commission, including correspondence, mail, telephone calls, e-mails, conference registration and travel arrangements.
- Prepare Proclamations and Certifications of Appointment and Appreciation.
- Plan and coordinate the City Commission’s attendance/participation at special events.
- Operates various office equipment including computer, printer, copy machine, telephone system, facsimile machine, calculator, etc.
- ADDITIONAL JOB FUNCTIONS
- Assist in the publication, maintenance and distribution of the City Code of Ordinances and supplements.
- Maintain and update the City Commission’s website periodically.
- Performs a variety of essential record keeping duties, maintains filing systems and department record keeping.
- Prepares certain newspaper advertisements to fulfill legal obligations.
- Performs related duties as required.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
- Pertinent laws and procedures; State Statutes; City Codes; Election Laws.
- Intergovernmental relationships.
- Principles and practices of office management and administration as applied to municipal government.
- Clerical and administrative work while maintaining a high degree of confidentiality commensurate with duties and responsibilities of the City Clerk department.
- Basic office equipment e.g. computers, printers, copy machines, scanners, telephone systems, calculators, facsimile machines, etc.
- Functions and operations of department activities.
- Principles and techniques of customer service skills.
- A variety of standard office equipment, including windows-based computers, their use and application.
Ability to:
- Comprehend and implement municipal code and charter.
- Use good judgment in making decisions in conformance with laws, regulations, and policies.
- Understand and follow oral and written instructions; express ideas accurately, clearly and effectively.
- Prepare concise, accurate minutes of City Commission meetings.
- Plan and direct the work of the Deputy City Clerk.
- Meet the public, to understand their questions, and provide clear answers.
- Analyze administrative problems and provide effective solutions.
- Establish and maintain effective working relationships with department officials, other municipal employees, professional groups, and the general public.
- Write legibly, keep records and prepare reports.
- Access, operate and maintain various software applications.
- Work under stressful conditions, make independent judgments in non-routine situations, effectively handle unforeseen situations thoughtfully and effectively in an extemporaneous fashion.
DESIRABLE EXPERIENCE AND TRAINING
- Bachelor's Degree in business or public administration or related field from an accredited college or university. The educational requirement may be substituted by an additional four (4) years of experience as a Municipal Clerk or Deputy Clerk. A comparable amount of training and experience may be substituted for the minimum qualifications.
- Ten (10) years of experience working in a City Clerk’s Office and in the performance of progressively responsible nature including specialized clerical work, preferably with supervisory experience or an equivalent combination of education, training and experience.
- Working experience scanning documents and records management systems.
- Certified Municipal Clerk (CMC) designation required.
- Notary Public preferred or ability to obtain within twelve (12) months of employment.
- Valid Florida Driver’s License.
- Experience in the public sector.
- Proficient in MS Office (Word, Excel, PowerPoint, Outlook).
PHYSICAL REQUIREMENTS
- Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds).
ENVIRONMENTAL REQUIREMENTS
- Work is performed in usual office conditions with rare exposure to disagreeable environmental factors.
Disclaimer
- The above information on this description is intended to indicate the general nature and level of work performed by employees within this classification. This description is not intended to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this classification.
