Assistant Town Clerk

ASSISTANT TOWN CLERK

DEPARTMENT: Administration

CLASSIFICATION: Full-time

FLSA DESIGNATION: Exempt

REPORTING RELATIONSHIPS

Position Reports to: Town Clerk

Positions Supervised: None

DUTIES & RESPONSIBILITIES

• Assists with the day-to-day functions of the Town Clerk’s Office and performs duties of the Town Clerk as authorized in her absence.
• Performs public relations functions with members of the public by receiving callers, walk-in guests, and resolving routine questions or problems accurately and effectively.
• Serves as back-up for the Town Administrative Assistant as needed by receiving and distributing daily mail, preparing daily deposit log, answering telephone calls and making copies.
• Works with the Town Administrative Assistant when coordinating Commission, Board and Committee needs including meeting or workshop refreshments, copies, or similar.
• Assists with coordination of, scheduling and may attend all meetings of the Town Commission and other Boards and Committees. Assists with the preparation and distribution of agenda packages, the accurate transcription of meeting minutes, and set-up of meeting facilities.
• Assists with the automated agenda and minutes software program.
• Assists with advertising, public notices, bids or other advertisements in local newspapers, on the website, and other publication/noticing portals as needed. Maintains advertising records for proof of publication.
• Assists the Records Custodian and helps manage the retention and storage of all official Town records, maintaining the Town ordinances, resolutions, deeds, and contracts.
• Works with the Town Clerk and all other Department Heads to ensure compliance with applicable laws, rules and regulations, as well as Town policy and ordinances.
• Assists the Town Clerk with all municipal elections, including preparation and distribution of ballots, verification of candidates, reporting requirements, and coordinating and certifying election results.
• Assists with coordination of ethics training.
• Assists with the appointment, tracking and on-boarding process for advisory boards and committees and may serve as a Board or Committee Staff Liaison or Recording Secretary
• Assists with public records requests to ensure prompt responses and adherence to Florida Statues.
• Prepares correspondence, letters, grants, studies, reports, spreadsheets, legal ads, bid advertisements, and documents for recordation as needed.
• May attend and assist with bid openings as needed.
• Assists in the signing of documents and contracts, and certifies and notarizes legal documents as needed.
• Administers oaths of office for Police Officers, elected officials, and members of the public in quasi-judicial hearings in the absence of the Town Clerk.
• Processes Town vehicle registrations, titles and invoices.
• Assists with the Lien program processing.
• Helps maintain the Town Code of Ordinances and Land Development Regulations (LDR) updates, distributes updates and assembles code books.
• Prepares and maintains physical and electronic file systems and assists with the Town’s content management program.
• Maintains a comprehensive, current knowledge of applicable laws/regulations and maintains an awareness of new trends and advances in the profession.
• Processes Local Business Tax receipts as needed.
• Assists the Building Department’s Administrative Assistant with board mailings as needed.
• Monitors website and works with the Town Clerk and IT Department to maintain essential, informative and current content.
• Assists with various Special Projects.
• Researches various subjects as needed for special projects.
• Scans archival records.

· May assist in the Town’s preparation for severe storms, hurricanes and other emergencies, and may serve as a member of the Town’s First –In-Team.

• Other duties, as assigned, needed or requested.

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EDUCATION / CERTIFICATION / TRAINING

High School diploma or GED from a properly accredited institution of learning is required.Associate’s Degree highly preferred and three (3) years clerical/administrative experience in a professional office environment, government preferred. Other combination of education and training may be considered. Certified Municipal Clerk (CMC) Designation is highly preferred. If candidate does not have the CMC Designation, the employee must obtain certification within the first 3 years of employment in this position. Notary Public certification or the ability to acquire such within the first six (6) months of employment is required. Must possess and maintain a valid Florida driver’s license.

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EXPERIENCE

Minimum of three (3) years of clerical/administrative experience in a Municipal Clerk’s office or similar is highly preferred. Experience should include management of official records, customer service, personal computer and office equipment operations. Other combination of related experience may be considered.

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KNOWLEDGE/SKILLS/ABILITIES

• Knowledge of Florida Statutes related to municipal code of government and related

services.

• Knowledge of and familiarity with Public Records and Government in the Sunshine laws.
• Knowledge of the Town’s Charter and municipal code.
• Excellent written communication skills and an ability to compose original

material in timely matter.

• Ability to multi-task and prioritize tasks is essential for this position.
• Ability to maintain a professional demeanor and appearance, provide excellent and impartial customer service, and maintain high levels of confidentiality are vital requirements for this position.
• Good oral and written communication skills with the ability to compose complex reports and detailed letters effectively.
• Knowledge of organization development and administrative practices, as well as rules of order as related to public meetings.
• Knowledge of standard office procedures, practices and equipment.
• Demonstrated proficiency in Microsoft Word, Outlook, Excel, and Power Point. Knowledge of Civic Plus software a plus.
• Ability to make responsible, independent decisions related to job assignments.
• Ability to make calculations using basic and advanced math skills.
• Ability to understand, interpret and apply rules, regulations, policies and procedures.
• Ability to understand advanced conversations and the spoken word in the English language.
• Ability to carry out detailed and often complicated instructions to deal with problems and handle a variety of complex issues and accurately discern /assess best courses of action.
• Ability to establish and maintain effective working relationships with city officials, employees and the general public.
• Ability to accurately type a minimum of 40 words per minute.

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WORKING CONDITIONS

Working conditions may vary. No significantly hazardous conditions exist. Prolonged periods sitting at a desk and working on a computer

DISCLAIMER: INTENT AND FUNCTION OF JOB DESCRIPTIONS

Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff and termination decisions. Well-constructed job descriptions are an integral part of any effective compensation system.

All descriptions have been reviewed in an attempt to illustrate job functions and basic duties, in addition to 'peripheral tasks' or those that could generally be considered "other duties as assigned". In no instance, however, should the duties, responsibilities, and requirements be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. Requirements, skills and abilities included have been determined to illustrate the minimal standards required to successfully perform the positions.

Job Type: Full-time

Pay: From $31.64 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• administrative assistant, secretary, office clerk: 3 years (Required)

Work Location: In person

Salary : $32