DEPUTY TOWN CLERK

Deputy Town Clerk

The Deputy Town Clerk provides professional administrative support to the Town Clerk's Office, assisting with Town Council and board meetings, public records management, legal notices, and municipal elections. This position is responsible for preparing agendas and minutes, maintaining official records, and ensuring compliance with applicable laws and procedures. The Deputy Town Clerk also provides cross-functional assistance to the Human Resources Division as needed. This position reports to the Human Resources Director/Town Clerk.

Essential functions are fundamental job duties. They do not include marginal tasks, which are also performed but are not incidental to the primary functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, nor does every position allocated to the job necessarily perform every duty listed. The essential functions identified for this job are:

• Performs a variety of highly responsible, confidential, skilled, and professional administrative and executive support tasks, assisting the Town Clerk with administrative detail while exercising independent judgment.
• Prepares and transmits legal notices/advertisements, meeting deadlines in accordance with Florida Statutes and/or the Code of Ordinances; keeps up with changes in laws that affect the requirements; tracks and verifies that each notice/advertisement has been printed correctly and published on the proper date.
• Possesses knowledge of quasi-judicial rules of procedure and effectively applies it when drafting agendas and assisting board members.
• Assists in administering municipal elections, including the preparation of qualifying packets, receipt of qualifying papers, and attendance at election meetings and canvassing board meetings.
• Serves as the liaison for the Town boards and committees, including the application process; Manages database of Board and Committee members' appointments and attendance records; swears in new and reappointed Board members in the absence of the Town Clerk.
• Attends and performs clerk duties at regular meetings, special meetings, and workshops as required; sets up Town Council Chambers and other meeting areas as needed; acts as recording secretary; composes and transcribes minutes and Summaries of Actions in accordance with established procedures.
• Assists with preparation of Board and Committee agenda packets and distribution; also assists with the preparation of Resolutions, Ordinances, Proclamations, and staff reports as needed.
• Performs daily administrative operations of the department, e.g., filing, scanning, composing and/or editing graphs, reports, correspondence, and other documents.
• Ensures compliance with state and local laws and regulations related to record keeping and town operations; assists in maintaining the town's municipal code by processing and filing adopted regulations to the Town's codifier of legal documents.
• Establishes and maintains effective working relationships with other staff, outside agencies, and the public; provides administrative support for Mayor and Town Council Members in a professional, courteous, and efficient manner.
• Maintains a positive public image and fosters a strong working relationship with citizens, the Town Manager, Town Attorney, Department Directors, and other Town employees.
• Oversees the completion of all necessary background checks for prospective volunteers, ensuring compliance with Town policies and legal requirements before approval of application; maintains database of all volunteer applicants.
• Maintains and updates the Town's website, including posting minutes, agendas, and other information for the Town Council, Boards, Committees, and Human Resources page in accordance with ADA regulations.
• Monitors financial disclosure and conflict of interest statements for Town Council, Board Members, and staff required to file with the State of Florida; Acts as Secondary Organization Coordinator through the Florida Commission on Ethics.
• Assists the Town's Records Management Liaison Officer in the absence of the designated RMLO; implements the town's records management program to include, but not limited to, researching, recording, and preserving Town records; analyzing and completing records disposition requests, acknowledging, processing and replying to incoming public records requests; and managing various Town contracts.
• Serves as bid administrator supporting the management, organization, and monitoring of the bidding process to ensure accurate preparation of bids, RFPs, and RFQs in accordance with the Town's purchasing policy.
• Assists with FEMA-related reporting, including labor, equipment, and insurance claim reports.
• Supports the Human Resource Director/Town Clerk with annual budget preparation.
• Provides assistance to the Assistant Deputy Clerk as needed,
• Cross-trains with other positions including the Human Resource Division to assist in operations as needed; engages in activities and training that promote and support professional growth and development.
• Serves as Town Clerk in the absence of the Town Clerk and provides support for human resources in the absence of the Human Resources Director.
• Other duties assigned by the Human Resource Director/Town Clerk.

Minimum Qualifications: Two-year Degree in Business Administration or related field and at least three (3) years of directly related experience preferably within a municipal clerk's office, and must be able to obtain Certified Municipal Clerk Certification within five (5) years from the date of hire. Any combination of education and experience may be considered. Ability to acquire and maintain notary status and a valid driver's license.

Critical Skills/Expertise: All employees must possess knowledge of general written standards and procedures utilized, and have the ability to read, interpret, and follow procedural and policy manual related to the job tasks. The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization's mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful, courteous, and professional image when engaged in any activity with the pubic; operate and care for equipment to manufacturer's specifications and/or within the specified parameters and in accordance with policies; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues. Personal characteristics required of all employees such as honesty, integrity, and the ability to get along with others, are presumed qualities and may not be listed specifically. Critical skills/expertise identified for this job include:

• Knowledge of Administration work-related activities and responsibilities, and the ability to apply this knowledge in support of a variety of stated activities and responsibilities;
• Knowledge of office computer and software (Word, Excel, PowerPoint, Publisher, and Outlook) and telephone systems, and the ability to apply this knowledge while assisting other Town employees and citizens;
• Ability to coordinate a variety of administrative activities to ensure that schedules and deadlines are met and work responsibilities achieved;
• Communication skills, both oral and written, to relate effectively with public and other employees, to answer questions, and document information as required;
• Must possess exceptional organizational skills and be able to handle multiple priorities;
• Ability to maintain detailed work records and prepare reports. Ability to establish and maintain effective working relationships with Town employees and the public. Ability to work independently with a minimum of supervision;
• Ability to acquire and maintain Florida notary license;
• Must possess and maintain a valid Florida driver's license.

Health Insurances:

• Medical
• Wellness Programs/Fitness Centers
• Dental
• Vision

Other Insurances:

• Life Insurance
• Short Term Disability
• Long Term Disability
• Employee Assistance Plan

Retirement:

• Florida Retirement System (FRS)
• Deferred Retirement Option Program (DROP)
• Deferred Compensation (457 Plan)

Paid Time Off:

• Personal Leave
• Administrative Leave
• Professional Leave
• Award Leave
• Holidays
• Bereavement Leave
• Military Service Leave

Additional Benefits:

• Education Assistance
• Computer Purchase Program
• Generator Purchase Program
• Direct Deposit