Deputy City Clerk

City Clerk Administrative Assistant

Under the general direction of the City Clerk, this position performs complex and specialized administrative work. An employee in this class serves as City Clerk in the absence of the City Clerk. The employee functions in a professional capacity to provide highly accountable, confidential support, and to facilitate effective and efficient daily administrative operations. Position exhibits professionalism in providing legal notification of various City Commission and committee meetings, preparing agenda materials and minutes for City Commission meetings and workshops and attends official meetings in the City Clerk's absence. Employee works with independence and initiative and assists in managing and maintaining official records and history for the City. Supervision Received: Works under the general guidance and direction of the City Clerk. Supervision Exercised: Exercises supervision over department/division staff at the discretion of the City Clerk.

Essential Duties

Assists the City Clerk in the planning, organization and implementation of administrative activities and objectives; assists in directing all activities toward achievement of established goals and objectives; implements office policies and procedures.

Assist the City Clerk and the Records Administrative Specialist with overseeing the City's official records, file maintenance and ensures that documents are recorded and filed properly. Specifically, will ensure that the City Clerk's office has copies of all necessary records; that these records are properly filed and can be retrieved when necessary; and that records are retained in compliance with State and Federal requirements.

Assists the Clerk in providing support for City elections. Provides all elected appointed officials with information concerning their obligations under the Sunshine Law and the Public Records Act. Follows up to confirm that all required financial and other necessary reporting forms are filed on a timely basis with the appropriate regulatory authorities.

Places legal notices to satisfy public meetings, bid advertising and other notice requirements. Prepares agendas for all City Commission meetings, CRA meetings, workshops, and all other official meetings. Summarize and transcribe those minutes, prepare proclamations, tributes and recognitions as required by the Mayor and City Commission.

Attends the Historic Preservation Board meetings on behalf of the City Clerk.

Assists in the preparation of the office's budget and in its planning. Collects statistical information that demonstrates the office's performance.

Under the guidance of the City Clerk, develops standard operating procedures and office policies. Documents other office practices. Monitors and stays abreast of current technology and industry practices as relates to the City Clerk's function.

Monitors information on the City Clerk's website and works with the City Clerk to ensure that the information is accurate and up-to-date.

Works with other departments and agencies to achieve the City's long and short term goals.

Manages the submission of legal advertising

Attends bid openings as a representative of the City Clerk's Office.

Interacts with a wide variety of groups and individuals including the City Commission, advisory board members, managerial staff and employees, outside agencies and organizations and the public.

Stays abreast of new developments in his/her field including relative information sources, business practices, equipment, computer software etc.

Performs any and all other tasks necessary for the successful operation of the Clerk's Office.

Qualifications

Must possess an Associate's degree; Bachelor's degree, preferred; and at least four (4) years of experience working in a municipal clerk's office or similar environment in the provision of administrative and records management functions in a municipality, county or similar setting.

Possess the Certified Municipal Clerk certification or have the ability to obtain within the first four years of employment.

Miscellaneous Information & Special Requirements

Hours may vary according to city meetings and may, upon occasion, require late nights.

Benefits

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. Part-time employees who work an average of 20 hours per week over the course of a year, receive benefits on a pro-rated basis.