Deputy City Clerk

https://www.cityofcapecanaveral.org/community_/city_departments/human_resources/openings.php

SUMMARY - Professional administrative work in the recording and maintenance of the official City records. Performs a variety of complex clerical tasks sometimes requiring the use of independent judgment. Works closely with the City Clerk and in the City Clerk's absence, performs the City Clerk's job functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Assists in the maintenance and implementation of the City’s records management program following the state records schedule for all city departments; is the records coordinator for the City Clerk’s office, and tracks offsite/boxed records for retention periods and disposal as well as maintains active records in the city clerk's office/department.

Assists with the conduct of departmental orientation sessions for new staff. 

Assists with the preparation of ordinances, resolutions, and minutes for Mayor's signature to be scanned into Laserfiche database as the official public record; distribution to Staff and others included on the City email distribution list; also prepares proclamations, certificates, awards and other documents for Mayor's signature.

Assists in codification of ordinances, issues ordinance/resolution numbers for upcoming legislation before City Council.

Assists with municipal elections by assembling, distributing, and qualifying candidate packets, as well as accepting and filing documents from candidates running for Mayor or City Council seats.

Assists with the preparation of new volunteer board member orientation packets; maintains current board member rosters; reviews board member term expiration dates; corresponds with members for reappointment, and issues and receives board member applications.

Assists with public notices for meetings, hearings, bid openings, elections as required by law.

Assists with the preparation of materials for the City Council meetings and follow-up distribution after meetings, including but not limited to: scanning/distributing City Council meeting agenda items.

Provides customer service to all visitors (in person and via telephone) and provides information/assistance as needed.

Performs notary service for the general public.

Prepares/types routine correspondence and reports.

Prepares outgoing mail and distributes all incoming city mail; date stamps certain, hand-delivered correspondence.

Prepares/distributes public meeting calendar; creates and maintains current information in the City Hall outdoor display case and indoor public information racks.

Prepares the council chambers before and after council meetings.

Performs research and assists with the preparation of reports on a wide range of topics pertaining to City business.

Files correspondence and other records. Scans and distributes documents for information purposes.

Utilizes current office productivity and records management software, including Windows-based applications, Microsoft Office Suite, and other department-specific software.

Serves as the recording secretary for regular and special City Council meetings in the City Clerk’s absence; may serve as recording secretary for City Council workshop meetings and as back-up recording secretary to City volunteer board meetings.

May be required to obtain Certification with the Florida Department of Transportation as a certified School Crossing Guard Instructor to conduct annual training, retraining, and on-site supervision.

Maintains a strong commitment to City of Cape Canaveral Organizational Values:

https://www.cityofcapecanaveral.org/community_/vision.php

Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES - This job has no supervisory responsibilities.

QUALIFICATIONS - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Associates of Arts degree from an accredited college; and Three (3) years of directly related experience in a municipal clerk’s office involving election administration, records management city clerk duties, and/or government compliance; or,

Any combination of education, training and experience, which provides the required knowledge, skills and abilities to perform the essential functions of the job.

*CERTIFICATES, LICENSES, REGISTRATIONS 

Certification as a Municipal Clerk through the International Institute of Municipal Clerks (IIMC) Association preferred; or must be obtained within five (5) years from hire date.