What are the responsibilities and job description for the Assistant Deputy City Clerk position at City of Tampa Florida?
Nature Of Work
An employee in this class assists in the oversight of the operations of the City Clerk's office, managing essential functions such as preparation of City Council agendas and minutes, and records retention. This position supports the Deputy City Clerk and provides leadership and supervision to clerical staff, ensuring efficient and accurate service delivery. Work is reviewed through examination of the quality of minutes prepared, conferences, reports, and results achieved.
Examples of Duties
Supervise daily operations and clerical staff within the City Clerk's Office - City Council Division, ensuring adherence to departmental procedures and timelines.
Provide support to the Deputy City Clerk in managing office functions, including organizing Council meetings, preparing meeting minutes, and ensuring compliance with legal mandates.
Assist in managing and maintaining the City's official records and documents, including storage, retrieval, and disposal processes.
Supervise staff training, development, and performance evaluations to ensure high standards of service.
Act as a liaison between the Deputy City Clerk and staff, providing direction and guidance on office operations and assignments.
Coordinate the preparation and distribution of City Council meeting agendas, packets, and other related materials.
Assist and supervise in administrative activities including : processing documents and agendas for City Council meetings; recording City Council minutes; and, processing resolutions, ordinances, and documents acted upon by the Council.
Supervise the processing of petitions for rezoning action, including collection of required fees; in the absence of the Deputy City Clerk, assist in the preparation of legal advertisements for resolutions, ordinances, etc., and ensure they are appropriate and timely placed.
Supervise and participate in maintenance of official documents including deeds, agreements, contracts, the City Charter and Codes, and City Council actions
Acts on behalf of the Deputy City Clerk and serves as City Council parliamentarian, when required.
Prepares reports and correspondence.
Performs related work as required.
Knowledge, Skills & Abilities
Knowledge of : municipal government functions and operations, particularly related to city council meetings and public records; modern office practices, procedures, and equipment; federal and state laws and regulations relating to job duties (e.g. Florida Statutes on public records, government in the sunshine, records retention, etc.); business English, spelling, and grammar.
Working knowledge of : application of data processing to records management; modern management practices and procedures.
Skill in : research and analysis of data.
Ability to : write and speak clearly and succinctly in a variety of communication settings; establish and maintain effective working relationships with city officials, directors, managers, and the public; plan, assign, direct, and coordinate the work of paraprofessional and clerical employees in a manner that promotes full performance.
Physical Requirements
Mostly sedentary, indoors, requires extended use of computer, typing and viewing a monitor.
Minimum Qualifications
Graduation from an accredited college or university with associate's degree in public administration, business, or a related field, and a minimum of 2 years of experience in a clerical or administrative role, preferably in a municipal setting, and 1 year of supervisory experience.
An equivalent combination of education (not less than possession of a high school diploma / GED), training and experience that would reasonably be expected to provide the job-related competencies noted above.
Licenses or Certifications
Possession of a Certified Municipal Clerk (CMC) designation within 3 years of employment preferred.
Possession of a valid driver's license preferred.
Examination
Evaluation of education and experience. Drug testing is included in all pre-employment processing.
Conclusion
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