DEPUTY CITY CLERK

JOB SUMMARY

Assists the City Clerk. Performs a variety of highly responsible, confidential, skilled, professional, and complex administrative and executive support-related tasks in relieving the City Clerk of administrative detail while using independent judgement. Assists with all aspects of the department’s operations. Required to attend and perform clerk duties for numerous meetings including but not limited to evening meetings. Prepares and distributes meeting agendas. Must be able to deal tactfully and courteously with a variety of professionals and elected officials at various levels of authority and influence, board members, government agencies, the public, and other employees. The ability to summarize meetings while still including pertinent details is imperative. Tasks require in-depth knowledge of the organization, programs, policies and procedures of the assigned area and a general knowledge of other levels of government (county, state, national). Requires advanced skills including attention to detail, excellent English/grammar, and sound judgment. Provides principal administrative support under the supervision of the City Clerk and must have the ability to work independently with little or no supervision. Must have excellent customer service skills, typing, and computer skills. Work is reviewed through evaluation of work performed, results achieved, counseling, and frequent discussions; serves as acting City Clerk in the City Clerk’s absence, provides clerical and/or administrative support for the Mayor and City Council members; and performs other related duties as assigned.

ESSENTIAL JOB FUNCTIONS:

The following statements describe the principal functions of this job and its scope of responsibility but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.

· Assists the City Clerk in planning, organizing, controlling, integrating, and evaluating the work of the City Clerk’s Office in compliance with federal, state, and local laws, codes, and policies; assists in the development, implementation, and monitoring of long-term plans, goals, and objectives focused on achieving the City’s mission and City Council priorities; participates in managing and directing the development, implementation, and evaluation of plans, policies, systems, and procedures to achieve annual department goals and work standards.

· Attends meetings as required and assists with scheduling meetings, preparing agendas, meeting packets, and minutes.

· Responds to inquiries from the public, City Officials, and City staff regarding official City actions as well as functions and processes related to the City Clerk’s Office, as required; resolves problems and issues.

· Assists the City Clerk in administration of elections and election related activities and issues, as required.

· Assists the City Clerk in maintaining the official City Council minutes, ordinances, resolutions, and all records and documents. The correctness of the proceedings as entered in the journal kept by City Clerk shall be certified after each meeting by the City Clerk’s signature (or duly designated representative) and the signature of the presiding officer of the City Council. The journal shall be a public record, and any person shall have access to the journal at all reasonable times as prescribed by law. Catalog all official actions of the City Council.

· Coordinates city records management and assists departments in the implementation of record management procedures, records storage, retrieval and disposition.

· Assists City Clerk with notices of all meetings to the City Council and to the public, as required by ordinance or State law.

· Authenticate and certify documents of the city. The Deputy City Clerk shall be responsible for signing and affixing the seal of the City of DeFuniak Springs, Florida, to such documents that require the signature of the Deputy City Clerk and seal of the City.

· Must be able to exchange accurate information.

· Process and attest all written contracts and instruments on behalf of the City as required.

· Assists City Clerk with system of review, retention, and disposition of records of all governmental and proprietary functions of the city and all departments of the city, subject to State laws or local ordinance, as required.

· Administer oaths required or authorized under general law, this Charter, or City ordinance, as required.

· Assists with cemetery plot purchases, transfers and permits.

· Provides clerical and administrative support to the Mayor and/or City Council members, including but not limited to routine office tasks, creating forms, reports, and other documents as requested, preparing and maintaining calendar for city related duties, meetings and/or sponsored events.

• Coordinates travel, registration, and hotel arrangements for any business trips for Mayor and/or Council members.
• Adheres to all safety rules and regulations.
• Adheres to work schedule and attendance requirements.
• Maintain regular and punctual attendance.
• Must create a positive public image as a representative of the city.
• Receives and routes telephone calls, answering questions which my involve minutes and documentation of Council Meetings.

· Perform such other duties as may be prescribed by general law, by this Charter, by ordinance or resolution of the city, or by direction of the City Clerk.

· Work overtime as assigned.

· Work cooperatively with others.

· Attend training, seminars, and workshops as necessary to enhance job knowledge.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of Microsoft Office programs.
• Knowledge of personal computers and of modern office practices and procedures.
• Knowledge of municipal codes, resolutions and ordinances.
• Knowledge of election laws and municipal governance practices.
• Knowledge of the State’s Sunshine and Public Records Laws, principles of records management, retention, and administration.
• Knowledge of the Florida Ethics Law, the Open Records Law, and the Public Meetings Law.
• Ability to follow and relay complex oral and written instructions, policies and procedures.
• Ability to communicate verbally and in writing with the public, employees, department heads, other governmental agency representatives, and City officials.
• Ability to frequently communicate with others who have inquiries regarding action taken by the City Council and/or public records requests.
• Ability to work harmoniously with a diversity of individuals both inside and outside the city offices.
• Ability to meet multiple deadlines and possess strong organizational skills, including attention to detail.
• Ability to take and compose minutes in summary form.
• Ability to proofread.
• Ability to prepare and maintain complete and accurate files.
• Ability to resolve issues with public records and inquiries efficiently.
• Ability to work flexible hours.
• Ability to compile data and prepare reports.
• Ability to perform duties under minimum supervision.
• Ability to manage multiple tasks, meetings and projects efficiently.
• Ability to work under pressure with frequent interruptions.
• Ability to travel occasionally for meetings, training, or career development.
• Ability to obtain Florida Notary of the Public.
• Ability to execute a bond of $10,000.

QUALIFICATIONS, TRAINING AND EXPERIENCE:

Required Qualification(s):

Graduation from a standard high school or GED obtained. Progressively demonstrated skill of three (3) years’ experience and aptitude for performing responsible fast pace administrative work. Must be proficient in Microsoft Office computer programs. Must Requires a valid driver license.

Special Requirement:

• If applicable, obtain Florida Notary Public within three (3) months of date of hire.

Preferred/Desirable Qualification(s):

· Associate’s degree and/or Municipal Clerk certification.

· Prior municipal governmental experience.

· Florida Notary of the Public certification.

Certification:

Certification in the following are incentives to the position: Florida Records Management Certification, and Sunshine Certificate for Florida Public Officers and Staff.

An equivalent combination of education, training and experience may be substituted for the minimum requirements.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee successfully to perform the essential functions of this job. The work environment characteristics are those an employee encounters while performing the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential job functions.

Physical Demands:

Remaining in a sedentary position 75% of the time; requires the ability to coordinate hands and eyes using modern office equipment and must have moderate levels of eye/hand/foot coordination. Requires use of hand/fingers to handle, feel, and operate objects, tools, or controls such as keyboard; and reach with hands and arms. Specific vision abilities require close vision and ability to adjust focus. Requires the ability to differentiate colors and shades of colors and the ability to talk and hear. Must be able to lift and/or move up to twenty-five (25) pounds. Occasionally required to stand, walk, stoop, kneel, and crouch.

Work Environment:

A typical work environment will be in an office setting. The noise level is usually quiet to moderate. Occasionally exposed to outdoor weather. Requires occasional travel representing the city at meetings, in various professional associations, or for training and career development.

EXPECTATION OF HOURS WORKED:

Monday through Friday 8:00 am to 5:00 pm in the office unless duties require you to be away from the assigned workstation. Subject to be called in on a holiday or during an emergency. The City Manager and/or the City Clerk reserves the right to modify the work schedule to better serve the department.

Paygrade: 61

It is a condition of employment for employee to refrain from reporting to work or working with the presence of illegal drugs or alcohol in his or her body, and, if an injured employee refuses to submit to a test for drugs or alcohol, the employee forfeits eligibility for medical and indemnity benefits. Deputy City Clerk is subject to reasonable suspicion, work related post-accident, and fitness for duty drug testing.

Job Type: Full-time

Pay: From $37,534.48 per year

Benefits:

• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan

Schedule:

• 8 hour shift

Work Location: In person

Salary : $37,534