DEPUTY DISTRICT CLERK

WPB Adm Headquarters (B1)

4258BR

Job Description

The SFWMD is looking for a qualified Deputy District Clerk to join the Office of Communications and Public Engagement.

The Deputy District Clerk position is a specialized administrative position that supports the District Clerk in the execution of mission-critical responsibilities as Secretary to the Governing Board and Agency Clerk. The Deputy District Clerk champions the mission of the Clerk’s Office by providing quality and proactive expertise, services, and support for these two distinct but related business functions.

Incumbent applies seasoned business operational knowledge and internal District knowledge to effectively interact with Governing Board members, senior leadership, subject matters experts, and the public. Incumbent demonstrates excellent interpersonal skills to successfully communicate, collaborate, resolve conflict, and gain consensus.

Secretary To The Governing Board Responsibilities Include

• Supports the development, review, and dissemination of meeting notices, agendas, addendums, and minutes for the Governing Board (including committees) and other public meetings assigned to the Clerk’s Office. Ensures accuracy, integrity, and timely distribution of materials.
• Assists in the planning, coordination, and execution of offsite Governing Board meetings. Offsite Governing Board meetings happen approximately 2-3 times per year and involve some travel, with trips typically lasting 2-3 days.
• Supports the District Clerk in serving as agency contact for public meetings and will be called upon to staff some public meetings.
• Supports the District Clerk in ensuring all resolutions, documents, and agreements approved by the Governing Board and/or to which the Governing Board or the agency is a "party" are properly executed and attested.
• Supports the District Clerk in serving as "custodian" of all Governing Board official records including materials submitted by the public or interested parties at meetings of the "body" for inclusion in the official record of the proceeding.
• Supports the District Clerk in indexing and maintaining all Governing Board orders, resolutions, rules, policies, and other related actions, and ensuring such documentation is available and easily accessible for District staff, government entities, and the public.
• Governing Board responsibilities may require some after hours and weekend work. Some travel is required.
  
  

Agency Clerk Responsibilities Include

• Supports the District Clerk in rendering, maintaining and indexing orders, resolutions and other official documents of the District and Governing Board. Supports the District Clerk in receiving and recording all documents filed with the Clerk in legal proceedings.
• Supports the District Clerk with providing copies of final orders and assists in administering the numbering system used to identify agency final orders and resolutions.
• Supports the District Clerk in Serving as "Agency Coordinator" for maintaining and distributing all delegations of authority information and documentation from the Governing Board, and designations of authority from the Executive Director, General Counsel, and Inspector General.
• Supports the District Clerk in serving as "Agency Coordinator" with the Florida Commission on Ethics for maintaining financial disclosure notification for the Governing Board, Big Cypress Basin Board, and District staff.
• Supports the District Clerk in serving as administrator of all public notices required by statute to be filed and published with the "Florida Administrative Register.”
• Supports the Clerk’s Office in processing lobbyist registrations and maintaining the lobbyist database.
• Supports the District Clerk in filing annual forms required by the State.
• Supports the District Clerk in identifying process improvements and documenting processes through the development of Standard Operating Procedures (SOPs).
  
  

Open Government Responsibilities Include

• Supports the District Clerk in establishing and maintaining an active and continuing program for the economical and efficient management of records and to ensure all records are open for personal inspection and copying by any person within a reasonable time and under reasonable conditions.
• Serves as Records Coordinator for the Clerk’s office and assists the Records Administration Officer in coordinating centralized response to requests for public records. Assists in training staff on legal obligations and ensuring compliance with applicable Florida Statutes and directives.
• Supports the District Clerk in the establishment, assessment and modification of policies and procedures for the efficient and effective management of records including any form of electronic or online document.
• Supports the District Clerk in the establishment of standard filing and indexing procedures for District processes and special projects; development of file coding and naming standards; and, establishment of centralized files as appropriate.
• Supports the District Clerk in maintaining a vital/important storage and retrieval records program; directing and managing the scanning of District records per defined retention schedules; and, developing District-wide policies and procedures for the consistent documentation of work processes.
• Supports the District Clerk in managing the official recording of all District policies and procedures approved by the Board and Executive Director; assists with developing and modifying procedures for public records requests; and, assists in the management process for all District forms for both internal and external use
  
  

Competencies

Attention to detail, flexibility, excellent interpersonal skills, project or event coordination experience, and the ability to work well with all levels of internal management, staff, and external customers is required.

Education/Experience Guidelines

Typically has an Associate's Degree (Bachelor's degree is preferred) in Business and Office Administration or related field and 5 years’ experience of highly competent, qualifying administrative support experience at the executive management level with professionalism, and extensive, solid skills in Microsoft Office software applications (Outlook, Word, Excel, PowerPoint, and SharePoint), web-based research and information collection. Licenses: Valid State of Florida Driver's License.

License(s) / Certification(s)

Valid State of Florida Driver's License required.

Physical Requirements/ Working Environment

Due to the District's response role and in the total scope of emergency management, this position may at times, be required to provide support before, during and after major storm events and emergency situations, such as hurricanes or other declared emergencies, depending on assigned emergency response role.

Partly sedentary in an office environment sitting at a desk and operating a personal computer to produce work products. Some travel to conduct business in the field or at remote locations. Some evenings and weekends to participate in events and intergovernmental activities.

Veterans’ Preference

Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for vacancies and are encouraged to apply. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. All documentation is due by the close of the job posting.

Americans With Disabilities Act

The South Florida Water Management District is committed to providing reasonable accommodations to qualified individuals with disabilities. If you need a reasonable accommodation to participate in the selection process, please contact the Human Resources Bureau at HR_Solutions@sfwmd.gov

Salary Minimum

$51,792.00

Salary Midpoint

$61,547.20

Salary Maximum

$88,753.60

Organization

EO1501542 - Office of the District

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