DEPARTMENT: City Clerk’s Office

JOB TYPE: Full Time, Non-Exempt

SALARY: $19.87-$29.31 per hour

PAY GRADE: 12

GENERAL DESCRIPTION

This position performs difficult administrative and skilled clerical and technical work assisting in the operations and management of a wide variety of activities associated with the City Clerk’s Office; performs the duties of City Clerk as assigned; does related work as required. Work is performed under the general supervision of the City Clerk. This is an essential position and may be required to work in preparation, response or recovery activities related to a declared emergency. Supervision is exercised over office staff.

ESSENTIAL JOB FUNCTIONS

· Attends regular and special meetings of City Commission, Special Magistrate Hearings, Planning and Zoning Board, Code Enforcement Board Hearings, and other Boards.

· Takes and transcribes minutes of proceedings.

· Aids in preparing ordinances, resolutions, reports, and correspondence.

· Collects agenda material and assists with preparing and assembling agendas for meetings.

· Posts information and notices to the City’s website.

· Assists with the automated agenda and minutes software program.

· Receives visitors at the City Clerk's office and refers them to the appropriate party.

· Arranges meetings, schedules appointments, and handles correspondence for City Clerk.

· Assists in carrying out the City’s Records Management program in accordance with State Statutory requirements and the City Charter.

· Processes records and information requests.

· Assists with purchasing items for the office.

· Assists with the preparation of annual departmental budgets.

· Coordinates City Board Appointment.

· Assists in coordinating municipal elections.

· Handles a variety of administrative tasks related to Commission and Board actions.

· Notarizes and certifies documents.

· Operates standard office equipment, personal computer, and related equipment.

· Serves as Acting City Clerk in the City Clerk’s absence.

· Provide necessary training to staff to effectively perform their duties.

· Requires occasional work during evening hours.

· Performs related tasks as required.

These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required.

MINIMUM QUALIFICATIONS

· Must be eighteen years of age or older.

· High school graduation or completion of GED/high school equivalency.

· Some college or advanced training in business, records management, or public administration or related field; a college degree is preferred.

· Four (4) years of progressively responsible experience in records management and customer service.

· Experience in a municipal or county clerk’s office is preferred.

· An equivalent combination of education, training, and experience.

KNOWLEDGE, SKILLS, AND ABILITIES

· Knowledge of the functions and organization of the City Clerk's Office.

· Knowledge of, or ability to learn, the City's Charter and Code.

· Knowledge of the rules of order as related to public meetings.

· Knowledge of standard office procedures, practices, and equipment

· Knowledge and familiarity with the Government in the Sunshine and Public Records laws.

· Ability to research and prepare reports.

· Ability to express ideas effectively, both orally and in writing.

· Ability to establish and maintain effective working relationships with city officials, employees, and the public.

· Ability to take and transcribe minutes.

· Ability to demonstrate proficiency in grammar and writing skills.

· Ability to consistently meet deadlines.

LICENSES, CERTIFICATIONS OR REGISTRATIONS

· Valid Florida Driver's License.

· Must be eligible for commission as a Notary Public in the State of Florida.

· Certified Municipal Clerk (CMC) certification is preferred.

· Clerk or Certified Records Manager accreditation is preferred.

ESSENTIAL PHYSICAL SKILLS

· Acceptable eyesight (with or without corrections). Required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

· Acceptable hearing (with or without aid). Required to perceive information at normal spoken word levels.

· Ability to communicate vocally. Required for expressing or exchanging ideas by means of the spoken word.

· Ability to lift and carry objects no heavier than 20 pounds on occasion.

· Ability to maintain repetitive motion of wrists, hands, and/or fingers.

· Ability to pick, pinch, or otherwise work primarily with fingers rather than with the whole hand as in handling.

· Ability to walk, sit, climb, balance, stoop, kneel, crouch, crawl, feel, and smell.

· Ability to sit, walk, or stand for extended periods of time.

Reasonable accommodation will be made for otherwise qualified individuals with a disability.

ENVIRONMENTAL CONDITIONS

The work is sedentary and performed primarily indoors in a distraction heavy office environment with noise and frequent interruptions. The work requires mental acuity including the ability to make rational decisions through sound logic and deductive processes.

Records Coordinator jobs

Records Coordinator/Deputy City Clerk