City Clerk

Job Summary

Highly responsible administrative work directing the functions of the City Clerk's office. The City Clerk is the official custodian of all official City records; responsible for the origination, maintenance, retrieval, archiving, release, distribution, safety, and overall management of documentation such as: City codes, ordinances, records of Council actions, committee minutes, and actions, leases and deeds. The City Clerk is a Charter Officer. Work is performed under the general supervision of the City Manager; position is appointed by the City Council.

Essential Functions

1. Attends meetings of the City Council and various city boards advising and providing necessary information; records and transcribes meeting minutes.
2. Coordinates and supervises Municipal election process; qualifies candidates, maintains files on candidate financing and reporting.
3. Administers oath of office, services as a notary public, provides public records and information to citizens, civic groups the media and other agencies as requested.
4. Accepts claims for damages and any other legal papers served on the City.
5. Reviews and prepares letters, memoranda, reports and recommendations for City Council, various boards, committees and makes personal contact with various entities, (State, Federal, County) stemming from Council meetings. Meets and confers with citizen groups or individual citizens regarding City problems, programs, issues and sees to it that the information is provided to City Council.
6. Prepares and monitors departmental and City Council budget.
7. Provides administrative support to and coordinates meetings for the City Council and the Mayor.
8. Coordinates Special Event activities.
9. Prepares correspondence and responds to requests for public information and research.
10. Prepares and advertises meeting agendas, bid and other advertisements, legal notices of public hearings and special meetings.
11. Monitors financial disclosure statements, City Council appointment process, and conflict of interest statements.
12. Prepares Resolutions as needed. Coordinates codification of Ordinances process.
13. Performs liaison activities to other local, State, and Federal agencies and organizations.
14. Serves as custodian for official City records and public documents; performs certification and recording for the City as required on legal documents and other records requiring such certification; seals and attests by signature to ordinances, resolutions, contracts, easements, deeds, bonds or other documents requiring City certification; files all City records.
15. Issues written and oral instructions, studies and standardizes procedures to improve efficiency and effectiveness of operations, prepares a variety of reports and related information for decision making purposes.
16. Acts as Human Resources Director as designated by City Manager.
17. Serves as Public Information Officer during emergency events.
18. Oversees citywide communications including website, newsletters, and email campaigns.
19. Obtains various insurance coverages for the City and submits claims against the City to the Insurance Companies.
20. Maintains records of liens and lawsuits.
21. Serves as backup for preparation of Payroll and Accounts Payables.
22. In the event of a hurricane, natural disaster, or other emergency, the employee is expected to report to work as soon as it is deemed safe to do so. Must adhere to protocols for emergency situations and remain available for duties as directed, unless otherwise advised by City Manager.

The above-listed functions are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities and duties required of those in this classification.

Qualifications

• Graduation from an accredited college or university.
• Three to five years related experience in municipal government or any equivalent combination of education and progressively responsible experience.
• Certified Municipal Clerk (CMC) designation is preferred, or a condition of employment will be required to successfully attain CMC certification within three (3) years of hire.
• Valid Florida Driver License.
• Notary Public Certification (may be obtained after being hired)
• Comprehensive knowledge of the principles and practices of public administration.
• Detailed knowledge of the laws, ordinances and regulations underlying a municipal corporation.
• Knowledge of municipal finance practices.
• Proficiency in writing clear and concise reports, memoranda, directives and letters.
• Capability to analyze complex problems and develop comprehensive plans from general instructions.
• Ability to maintain effective working relationships with department heads, Council members and the public.

Physical Environment

• Works primarily inside an office.
• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift office-related equipment and supplies weighing 5-20 lbs.

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.