Assistant City Clerk Job Description

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CHARACTERISTICS OF THE CLASS

Under the direction and supervision of the City Clerk, performs responsible clerical and administrative work. Assumes all City Clerk duties in the absence of the City Clerk and is sworn as the City Code position known as “deputy clerk.”  Works with considerable independent judgment and requires a high level of attention to detail.  Work is reviewed through observation, conferences, and by results obtained.

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Shares the following office tasks:  telephone coverage and walk-in traffic; opening, sorting, and routing incoming correspondence and e-mail; filing; board appointment, reappointment and termination correspondence; and setting up Council Chamber in advance of Council meetings.

Administers sections of the City Code and Administrative Policies and Procedures Manual as they relate to the City Clerk function including, but not limited to:  city boards, special activity permitting process, for-profit bingo organizations, animal permits, elections, vehicles for hire, records management and public records requests.

Types and edits minutes from audio recordings; authors and types general correspondence, legal advertisements, ordinances, resolutions, proclamations, reports, and other forms as required; files and retrieves documents.

Prepares correspondence, legal notices, documents, and forms for general municipal elections; reviews campaign finance reports for accuracy and consistency with state law; qualifies candidates in the absence of the City Clerk; conducts pension board elections in accordance with City Code and established procedures.

Responds to requests for information; provides research from files, minutes, City Code, and a variety of source material; and follows City Public Records Request policy in responding to and tracking public records requests.

Assists with the management and retention of public records per City policy and State of Florida requirements; prepares records for electronic imaging.

In the absence of the City Clerk, attests by signing all legal papers such as agreements, leases, ordinances and resolutions; records same in various files; furnishes certified copies of records as needed.

Attends meetings in the absence of the City Clerk; provides training and workshop programs in a public setting (public speaking).

Performs other duties as required.

B. MARGINAL FUNCTIONS

Develops procedures for routine tasks in City Clerk's office.
 
Runs errands as needed for City meetings, events, and functions.

Attends Brevard County City Clerk's Association meetings.

REQUIREMENTS

A. TRAINING AND EXPERIENCE

Graduation from high school, supplemented with college courses or continuing education courses, experience in performing responsible clerical and administrative work, or an equivalent combination of training and experience.  Must be proficient in Microsoft Word, Excel, and PowerPoint.  Five years of related experience in a City Clerk’s office or equivalent.  Experience in records management and preparation of meeting minutes required.  Supervisory experience is desirable.  Must possess and maintain a valid State of Florida Driver’s License or a valid out of state driver’s license and obtain a Florida Driver’s License within 10 days of employment.

B. KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of modern office equipment, practices and procedures.

Knowledge of municipal codes and ordinances.

Knowledge of Federal and State laws relating to public records, and electronic imaging and indexing of public records.

Knowledge of Sunshine Law, Voting Conflict of Interest Law, and ethics laws.

Ability to communicate clearly in English, both orally and in writing.

Ability to deal courteously and tactfully with the public.

Ability to make minor decisions in accordance with laws, ordinances, regulations, and established policies and procedures.

Skill in transcribing from an audio recording and preparing meeting minutes from same.

Skill in maintaining high standards of accuracy in exercising duties and responsibilities.

Ability to use Microsoft Word, Excel, and other similar programs.

Ability to operate facsimile, computer, calculator, printer, copier, and telephone.

Ability to work regularly scheduled hours; and occasional evening and weekend hours.

Ability to speak in a public setting.

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear, speak and understand conversation in English in various tones of voice.

Ability to see and read letters, numbers, words, characters, or symbols which are both average and large, as well as identify colors.

Ability to print and draw letters, numbers, words, characters, and symbols which are legible and understood by others.

Ability to walk, stand, and sit for periods longer than 30 minutes but not to exceed 8 hours consecutively.

Ability to lift, carry, push and pull items which weigh up to 15 pounds.

Ability to carry items for a distance which ranges from 10 feet to no more than 300 yards.

Ability to lift and/or carry items which are considered awkward to grasp or hold on to.

Ability to lift items (weighing less than 15 pounds) above the head or down from over the head.

Ability to hold items (weighing up to 10 pounds) for a period less than 10 minutes, without putting the item down.

Ability to go from a standing or sitting position to a bending, kneeling, or squatting position, or vice-versa, periodically.

Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

Ability to operate motor vehicle.

Ability to work under pressure/stress with extreme accuracy.

This job description is not intended to be and should not be construed as an all inclusive list of all the responsibilities, skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.

Revision Date - 2/2014