Assistant City Clerk III (Non-Classified)

Assistant City Clerk III

The City Clerk's Office seeks an Assistant City Clerk III. This is responsible technical and administrative work of more than average difficulty, coordinating the City-wide public records request process, excluding the Police Department. The role centers on managing the intake, processing, and fulfillment of public records requests in compliance with state law and administrative rules. Responsibilities can include overseeing administrative activities, providing guidance to employees regarding statutory requirements for public access, and ensuring timely and accurate responses to requests for records. Situations involving significant departures from established rules and policies are referred to a superior for final decision.

An employee in this class exercises reasonable initiative and independent judgment within established rules, policies, and procedures, and may recommend improvements to systems for tracking, processing, and delivering public records requests. Where the work is repetitive, there is added responsibility for ensuring the completeness and accuracy of responses. The employee must apply specialized and technical knowledge to interpret and fulfill assignments in accordance with applicable laws, policies, and procedures. Work is reviewed through conferences, observation, reports submitted, and results obtained.

This is a non-classified "at-will" position and not subject to Civil Service Rules or any collective bargaining agreement.

Essential Job Functions

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position.

• Coordinates the intake, tracking, and fulfillment of public records requests citywide, excluding the Police Department.
• Manages the daily process of receiving, processing, and delivering public records to requestors in accordance with state law and City policy.
• Provides guidance to employees regarding statutory requirements and procedures for responding to public records requests.
• Research City archives and databases to locate records responsive to public records requests from the public and City employees. Digitizes requested City records from various mediums (paper, microfilm, microfiche, aperture cards, etc.) to facilitate access and delivery.
• Oversees and coordinates training for City employees on public records request procedures and compliance.
• Reviews and updates invoices related to the fulfillment of public records requests, ensuring accuracy.
• Serves as a liaison between City staff and external entities regarding public records request processes and access.
• Performs various administrative functions to support the City Clerk's office in public records request management.
• Performs related work as required.

Job Requirements, Preferences & Work Environment

MINIMUM JOB REQUIREMENTS

1. Associate degree from an accredited college or university with major coursework in business or public administration, or a closely related field.
2. One (1) to three (3) years of experience processing public records requests and interacting with the public and other agencies. Experience must include researching records, interpreting statutory requirements, exercising judgment and discretion in presenting recommendations and solutions, and ensuring compliance with public records laws.
3. Additional qualifying experience or completion of coursework at an accredited college or university in a job-related field may substitute on a year-for-year basis for the required experience or education.
4. To claim Veterans' Preference, candidates must attach to the application a copy of military separation papers (DD214) and service-connected disability documentation (if applicable) to meet eligibility requirements as stipulated by Florida Statues. For additional information, please refer to the Florida Department of Veterans' Affairs.

1. Certification related to public records, records management, or information governance (such as Certified Public Records Professional or Certified Records Manager) in good standing.
2. Proficiency in Microsoft Office, with high proficiency in Excel.
3. Prior government experience.

As public servants, employees may be required to work immediately before, during, and/or after an emergency. All employees must be available and able to work assigned shifts as determined by their Department Heads.

PHYSICAL STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS The position is generally sedentary. Employees sit most of the time but may walk or stand for brief periods of time. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

How To Apply & Supplemental Information

The City of Fort Lauderdale receives a high volume of applications, so not every applicant who meets the minimum qualifications will be guaranteed an interview. Candidates are selected for interviews based on how closely their education and work experience match the specific requirements of the position.

Applicants will be subject to an extensive selection and screening process, which may include, but not be limited to evaluation of training and experience; written; oral and performance-based testing; skills assessment; interview; employment check, background investigation; medical examination; and drug screen. For Public Safety positions, the process additionally includes polygraph examinations and psychological evaluations. The expected duration of the selection process varies by position.

All applicants, including current City of Fort Lauderdale employees, need to fully detail their work experience on the employment application. Applicants must ensure that all required documents submitted are in a format that is acceptable, clear, and legible. It is the applicant's responsibility to update their online profile with accurate personal information, work history, education, and certifications each time they submit a new application. Incomplete applications may result in disqualification.

The City of Fort Lauderdale is an Equal Opportunity, Veteran's Preference Employer and Drug Free Workplace.