Deputy City Clerk

City of North Lauderdale • Full-time • North Lauderdale, Florida, United States • $59.96k - $91.36k / year • 1w ago

DEFINITION

This is a contract position, appointed by the City Commission. The position requires specialized clerical work in the Office of the City Clerk. An employee in this class serves as the assistant to the City Clerk in the day-to-day operations of the City Clerk’s department. The employee is responsible for all activities of the City Clerk's Office in the absence of the City Clerk. The duties include assisting in the overall proceedings of the City Commission and production and safekeeping of all records. The scope and responsibilities of this employee is reviewed by the City Clerk.

ESSENTIAL JOB FUNCTIONS

Acts as Assistant to the City Clerk.
Assists City Clerk with public notice for all meetings subject to the Sunshine Law and prepares legal advertisements/notices as necessary.
Assists in the preparation and distribution of agenda materials and minutes for all regular/special sessions of the City Commission and other board and committee meetings as deemed appropriate.
Attends and serves as recording secretary for Commission meetings and other board meetings as needed.
Maintains department files and cross-references information.
Responsible for scanning official documents and records into the City’s record management system.
Assists in planning work involved in maintaining official City documents and records including preparation and review of ordinances, resolutions and proclamations.
Receives inquiries from the public by letter, telephone call, or in person and furnishes information, municipal laws, and official records as required under the supervision of the City Clerk.
Provides support to the City Clerk in the preparation of correspondence by mail, telephone calls, and e-mails.
Assists with conference registration and travel arrangements for the City Commission.
Screens visitors and answers telephone calls for the department.
Operates various office equipment including computer, printer, copy machine, telephone system, facsimile machine, postage machine, etc.
Assists with purchase orders, check requests, and allocating purchase card transactions.
Monitors information on the City Clerk’s Office and City Commission webpage to ensure information is up to date.
Assists in coordination and organization of Records Management retention and destruction.

ADDITIONAL JOB FUNCTIONS

Attests by signing all legal papers and records them appropriately in the absence of the City Clerk.
Serves in the absence of the City Clerk, at all meetings and in all transactions of the City Commission.
May assist with administering oaths required by law or ordinance of the City in the absence of the City Clerk.
Performs related duties as required.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

Pertinent laws and procedures; State Statutes; City Codes; Election Laws.
Clerical and administrative work while maintaining a high degree of confidentiality commensurate with duties and responsibilities of the City Clerk department.

Ability to:

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.
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

Completion of a two-year college curriculum with an Associate’s Degree required. Bachelor’s degree preferred.
Four (4) years of experience performing administrative support functions; or an equivalent combination of education, training and experience.
Proficient in MS Office (Word, Excel, PowerPoint, Outlook).
Working experience with Creating & Remediating Microsoft Word, Excel, and PDF Documents for ADA Compliance.
Working experience scanning documents and with records management systems. Tyler Content Manager (TCM) preferred.
Working experience with Agenda Management, Public Meeting Scheduling, and Records Management software, Granicus Media Manager and Just FOIA preferred.
Working experience with virtual meeting platforms such as Cisco WebEx Video.
Certified Municipal Clerk (CMC) designation desired with substantial direct experience in municipal government or related entity.
Records Management Certification (CRM) or direct experience working with files and records.
Notary Public preferred or ability to obtain within six (6) months of employment.
Valid Florida Driver’s License.

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.

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