Executive Assistant to the City Clerk

Under the direction of the City Clerk, the Executive Assistant to the City Clerk will support the City Clerk in managing official city records, preparing agendas and minutes for city meetings, administering elections, overseeing the administration the city cemetery, and ensuring compliance with local, state, and federal regulations.  The position will perform a variety of highly responsible, confidential, and executive support-related tasks. Performs all statutory and other duties.  Required to attend and perform clerk duties for numerous meetings including but not limited to evening meetings, i.e., Council Meetings, City Committee Meetings, etc.  Will work with minimal instructions or supervision.   This role involves administrative duties, record-keeping, maintaining the city records such as ordinances, resolutions, proclamations, contracts, agreements, and any other city document.  The role also involves interacting with the public, city officials, and staff.

• Acts as assistant to the City Clerk and assists the City Clerk in a verity of clerical, operational and administrative matters.
• Assists in the preparation, disbursement of agendas, minutes, notices, legal advertisements, resolutions, and ordinances including supporting documentation and other documents for City Council Meetings and committees.
• Attends and supports the meetings of City Council and other Committees.  Meetings could be held during the day or evening.
• Accurately composes meeting minutes from City Council or other Committee meetings.  Summarizes discussions and record actions through the use of automated notes and audio recordings.
• Follow all applicable government regulations which includes City Ordinances and Regulations, Florida Statutes, and Florida Records Management; Will stay knowledgeable of all existing and new laws affecting records management and public records by reading periodicals and attending seminars and conferences.
• Oversees and administers cemetery sales; Responsible for maintaining accurate cemetery records according to state requirements.  Works closely with Parks personnel assigned at the Cemetery.
• Prepares correspondence including letters and memos to internal and external recipients.
• Processes and responds to public records requests and ensures compliance with open records laws.  
• Assists the City Clerk with duties in connection with municipal elections to include the City’s Canvassing Board.  Supports election administration, including voter registration, candidate filings, and ballot preparation.  
• Assists the City’s Departments with the storage and retrieval of City records.
• Reviews preliminary materials provided for upcoming meetings in order to gain an understanding of the subjects to be discussed; this includes contacting various staff professionals for additional background information, if needed.
• Organizes and completes final official meeting file including, but not limited to, written and electronic materials.
• Maintains tracking logs and schedules of Council directives.
• Develops and maintains the records management program to ensure compliance with state and federal laws.  
• Oversees the storage, retrieval, and destruction of paper and electronic records in accordance with the Bureau of Archives.  Maintains records to provide documentation of the methodical retention and destruction of records. 
• Coordinates the City’s records imaging program.  Performs technical imaging functions and provides support and assistance to system users.
• Responsible for staying current with all governing regulations and compliance requirements, including best management practices affecting the management of public sector records. 
• Collaborates with Information Technology (IT) Department on system improvements for best practices.   Provides technical advice and direction regarding new developments in records management policies and procedures.
• Assists in compiling and preparing various daily, weekly, and monthly reports.
• May perform training of Laserfiche to city personnel.
• Utilizes data entry equipment to enter data from City documents into computerized files, including preparing new and modifying existing files.  
• Notarizes City documents
• Performs other duties as assigned by the City Clerk.

Knowledge, Skills and Abilities: 

• Knowledge of office administration practices, concepts and automation applications; written business communication and report writing techniques; research and analytical techniques.
• Knowledge of Municipal code, directives and procedures; City services and operations; personnel policies and practices.
• Knowledge and principles of customer service and telephone etiquette. 
• Skill in the use of computers and software/program applications, e.g., spreadsheet and word processing applications, such as Microsoft Word, Excel, Outlook, and Laserfiche
• Skill in effective communication, both orally and in writing to include spelling, punctuation, and proper grammar.
• Ability to operate and monitor recording equipment.
• Ability to obtain, compile and analyze data; develop reports and business correspondence; use independent and discretionary judgment effectively; coordinate a variety of tasks and assignments simultaneously; handle confidential information.
• Ability to establish and maintain effective working relationships with the public, elected officials, co-workers, city personnel and other public or outside agencies. 
• Ability to use discretion while working with sensitive information.
• Ability to accomplish multiple tasks in an efficient manner. 
• Ability to complete assignments accurately and on a timely basis. 
• Ability to think and act quickly, calmly, and accurately in emergency situations in accordance with departmental rules and regulations.  
• Ability to speak clearly and concisely in a well-modulated voice, and to understand and follow oral and written instructions.
• Ability to work independently with multiple assignments.
• Ability to organize and prioritize workload in order to efficiently meet deadlines and complete tasks.
• Ability to attend educational classes and training in order to stay current on applicable statutory policies.

Education and Experience:

• High school diploma or equivalent; Associate’s Degree or higher preferred.  A minimum of three (3) years of experience in highly responsible administrative position in municipal government required or an equivalent combination of education and experience.
• Certified Municipal Clerk preferred

Special Qualifications:

• Should candidate not possess the Municipal Clerk Certification, they must attend the certification program sponsored by the International Institute of Municipal Clerks to attain certification within three (3) years of employment.
• Possession of a valid, State of Florida driver’s license to operate a motor vehicle. Requirement exists at the time of hire and as a condition of continued employment. 
• Must be State of Florida Notary of the Public, or able to become one.
• Completion of a CJIS Level 2 (Criminal Justice Information System) Certification or ability to obtain certification within 6 months.
• Completion of FEMA Emergency Management Incident Command 100,200, 300, 700, and 800.
• Completion of Human Trafficking Certification.
• Completion of KnowBe4 Computer Security Courses.

The work is sedentary to light work which requires exerting up to 20 pounds of force occasionally, and/or up to 5-20 pounds of force to move objects. Additionally, the following physical abilities are required: 

• Finger/hand/wrist/arm dexterity is emphasized to repetitively operate office equipment.  
• Sitting:  Must be able to sit for extended periods of time.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Stooping: Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
• Kneeling: Bending legs at knee to come to a rest on knee or knees
• Crouching: Bending the body downward and forward by bending leg and spine.
• Climbing: Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms. Body agility is emphasized.
• Visual Acuity: Including color, depth perception, and field vision.

WORK ENVIRONMENT
Tasks are regularly performed without exposure to adverse environmental conditions, such as dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease or pathogenic substances. 
Tasks may provide extensive Visual Display Terminal (VDT) exposure.

Salary : $46,779 - $81,869