About the Department

Under limited supervision, assist the City Clerk in managing the day-to-day operations of the City Clerk Division. Prepare, post, and maintain notices (meetings, board vacancies, etc.), minutes, and records for the City Council Board and Utility Special District Board as the statute prescribes. Coordinate and ensure compliance with conflict of interest laws and Fair Political Practices Commission (FPPC) regulations. Process and maintain files and other records, assist with municipal elections, serve as acting City Clerk in the City Clerk's absence, and perform other related duties as assigned.

Position Duties

The job duties/responsibilities listed below are those that an employee must be able to perform, with or without reasonable accommodation. The list of duties is intended to be representative of the tasks performed within this classification. The omission of a duty does not preclude management from assigning essential duties not listed herein if such duties relate to the position.  Management may modify this description as the needs and requirements of the position change. 

• Performs a variety of professional-level management, administrative, and technical support tasks in the City Clerk Division, including, records management duties, and municipal elections responsibilities. 
• Attend City Council,  and Utility Special District board meetings. Take minutes of proceedings; assemble meeting agenda for copying and distribution to the public.
• Advertises Public Notices advising the public of the time, place, and subject of the City Council, Utility Special District, Closed Executive Session, and advisory board meetings; 
• Process public records requests following guidelines from the Freedom of Information Act and Florida Statutes Chapter 119.

• Assists the City Clerk with follow-up after Commission Meetings to ensure that Contracts and Agreements have been received from staff and properly executed.
• Serves as acting City Clerk in the absence of the City Clerk. Records City Commission meetings and workshops and takes minutes of meetings in the Clerk's absence.

• Performs related work as assigned

Minimum Qualifications

• Bachelor’s degree in business or public administration, records management, or related field, and four (4) years of administrative support, records management, municipal clerk experience, or any equivalent combination of training and experience is required.  A valid Florida driver’s license is required.     
• Municipal Clerk certification is required. Must obtain certification within three (3) years.
• Florida Certified Records Manager certification is required. Must obtain certification within two (2) years.  
• Notary Public is required or the ability to obtain within ninety (90) days of employment.  

Other Qualifications

Knowledge, Skills, and Abilities

• Knowledge of the City's Charter, ordinances, policies, and procedures.
• Knowledge of Robert’s Rules of Order for meetings.
• Knowledge of public records laws.
• Knowledge of Florida State Statutes, the City’s rules (charter and ordinances), and Florida Sunshine law.  
• Knowledge of standard software applications such as Microsoft Office suite. 
• Skill in policy interpretation and application.
• Skill in completing assignments accurately with attention to detail.
• Ability to organize and keep detailed records, prepare reports, and follow and understand instructions. 
• Ability to communicate effectively in oral and written form. 
• Ability to establish and maintain effective working relationships with internal and external customers. 
• Ability to work independently on responsible administrative assignments and to adhere to established policies and procedures. 
• Ability to establish and maintain effective working relationships with City officials, employees, and the general public.

Physical Standards Required to Perform Essential Job Duties:
The position performs work where the employee is frequently required to sit, talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with hands and arms or sustained keyboard operations. The employee is required to walk, climb, stoop, and must be able to lift, push and move up to 15 lbs.  Specific vision abilities required by this job include close vision and the ability to adjust focus.