Assistant Town Clerk

Town Clerk Assistant

The purpose of this classification is to assist the Town Clerk in the management and coordination of the functions of the Town Clerk's Office.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Assist in the preparation of agendas and packets for Town Council meetings; records and transcribes minutes of Town Council and Board meetings; distributes documentation to Council members, staff members, the public, or others as appropriate.

Performs customer service functions; provides assistance and information related to Town/department activities, boards/committees, documentation, procedures, fees, or other issues; responds to routine questions or complaints; initiates problem resolution.

Researches various subjects as needed for special projects.

Collaborates with Information Systems (IS) Department on system improvements for best practices. Provides technical advice and direction regarding new developments in records management policies and procedures.

Performs a variety of management and administrative functions including assisting with departmental budget preparation; monitoring expenditures; managing the annexation process; and assisting with development of departmental goals and objectives.

Assists in the recruitment process for volunteers to serve on the Town's Boards and Committees. – Serve as a Board or Committee Staff Liaison or Recording Secretary as needed. Oversees the planning and management of the annual Boards and Committees Appreciation Luncheon. Oversees the management of Boards and Committees on-boarding, appointment process and preparation of binders for Council Members. Assist with Boards and Committees semi-annual goals and objectives process and bi-annual Ethics training.

Coordinates with the Town Clerk on promotional items on behalf of the office, including hosting local municipal clerk's association annual event.

Updates information in the Town Times Newsletter and serves as one of the Town Clerk Web Content Managers and processes electronic agenda, and posting audio files for Town website.

Helps coordinate the advertising of Council notices, bids, or other advertisements in local newspapers; maintains advertising records for proof of publication.

Certifies and notarizes legal documents, administers oaths of office for Police Officers and elected officials in the absence of the Town Clerk

Assists in managing and coordinating municipal elections; assists in hiring poll workers; assists in coordinating and certifying election results.

Coordinates public records requests and subpoenas to ensure prompt responses and adherence to Florida Statutes.

Coordinates Town wide Ethics, Sunshine Law, Agenda Management, and Public Records training, as needed.

Assist with budgetary duties such as budget preparation, expenditure review or budget administration to ensure compliance with approved budget.

Assists in preparing and/or monitoring budget for area of assignment; monitors status of expenditures in relation to available funds in budget accounts; obtains price quotes for purchases as required.

Prepares, publishes and posts legal advertisements, ordinances, public hearings/notices, and agendas.

Performs duties of Town Clerk as authorized, and maintains responsibility for all functions in the absence of the Town Clerk, which shall include supervising staff, approving time sheets, exercising independent judgment, making decisions, certifying documents, receiving/signing for subpoenas, receiving/distributing mail, or other tasks.

Attends bid openings, as needed.

Attends public meetings, as needed; sets up meeting facilities; sets up audio/visual equipment, photographic equipment, recorders, displays, or other requirements, as needed.

Prepares or completes various forms, reports, correspondence, lists, agendas, meeting packets, meeting minutes, legal notices, advertisements, field purchase orders, time sheets, tables, charts, or other documents in conjunction with the Office functions.

Receives various forms, reports, correspondence, lists, agenda items, public records requests, legal documents, contracts, ordinances, resolutions, proclamations, code books, Town records manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, imaging, research, e-mail, Internet, or other computer programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner.

Maintains an electronic file system of departmental records; prepares departmental files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files.

Communicates with supervisor, Town Council members, Mayor, employees, other departments, other governmental agencies, local businesses, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Attends various meetings, serves on committees, and makes presentations as needed.

Maintains a comprehensive, current knowledge of applicable laws/regulations; maintains an awareness of new trends and advances in the profession; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.

Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, or processing incoming/outgoing mail.

Provides assistance to other employees or departments as needed.

Performs other related duties as required.

Bachelor's degree in Records Management, Business Administration, Public Administration, or a closely related field

Must have three (3) years of previous experience and/or training that includes management of official records, office management, customer service, and personal computer operations.

Must be able to possess and maintain a valid Notary Public certification by the State of Florida.

A comparable amount of training, education, or experience can be substituted for the education requirement.

A valid Florida driver's license is required. For application purposes, a valid driver's license from any state (equivalent to a State of Florida Class E) may be utilized, and the ability to obtain the State of Florida license within thirty (30) days from the date of employment is required.

One (1) year of supervisory experience

Certified Municipal Clerk (CMC) certification.

Experience with Florida Elections and Florida local government.

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in a supervisory capacity.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability: Tasks require 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 light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Performance of essential functions may require exposure to adverse environmental conditions, such as dust or mildew.

The Town of Jupiter, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.