General Description

Performs responsible administrative and advanced clerical work in maintaining official records of the City and recording the actions of the City Commission, Local Planning Agency, Citizens Advisory Task Force, and other boards as assigned by the City Commission and/or Mayor. Responsible for disseminating accurate, timely, and relevant information to the public and staff. Work is carried out with considerable latitude for independent judgment and initiative within the framework of established policies, laws, Charter provisions and ordinances. The person in this position is solely accountable for the fulfillment of all duties and authority commensurate with assigned responsibilities.

Reporting Relationships

Reports to: Mayor

Essential Position Functions

1. Responsible for preparing and distributing all City Commission Agenda packets.

2. Attends Commission meetings and workshops and records all proceedings, motions, votes, and actions.

3. Transcribes minutes from all City Commission Meetings and reviews for errors and confirmation of Commission actions prior to submission for approval. Maintains the official minutes.

4. Records all ordinances, resolutions, proclamations, contracts and deeds, maintains municipal deeds, leases, agreements and other records; posts public notices as required by law. Certifies all legal copies.

5. Maintains custody of all municipal records, including ordinances, resolutions, contracts, agreements, deeds, real estate transactions; and promulgates procedures for the orderly management, maintenance, retention and destruction of said records in accordance with state law.

6. Serves as the Records Management Liaison Officer-provide day-to-day administration of an organization's records management program.

7. Reviews forms for accuracy and completeness; explains application procedures and fees to the public; forwards to the appropriate staff.

8. Prepares and/or coordinates the legal notices and advertisements for the City and ensures that the legal advertisements have met state requirements.

9. Coordinates with City Attorney and City Planner on scheduling of agenda items.

10. Prepares and/or coordinates all correspondence for the City Commission.

11. Prepares resolutions, proclamations, RFP’s, etc.

12. Accepts and documents all bids received for City projects.

13. Maintains custody of all State funded grant documents; works closely with Grant Administrator and State Auditor as required.

14. Serves as Alternate Board member on Public Risk Management Health Trust.

15. Assists other department heads as necessary to ensure the efficient and effective conduct of all City government business.

16. Shall serve as notary for City documents.

17. Attends City staff meetings.

18. Forward all changes to the municipal code for update and codification.

19. Coordinate all duties prescribed by the City Charter and Code Book.

20. Keeps records and lists of all appointees to City Boards and Committees.

21. Serves as Assistant to the Mayor- keeps calendar, schedules meetings, monitors and prioritizes email correspondence

22. Provides support to the City Commission, including correspondence, mail, telephone calls, e-mails, conference registration and travel arrangements

23. Plan and coordinate the City Commission’s attendance or participation at special events.

24. Greets and responds to the public with professional tact and courtesy.

25. Serves as the Public Information Officer-communicates timely information about the organization with members of the public and staff.

26. Aids the Human Resource Director when necessary with payroll and employee onboarding

27. Administrator of the City website and Facebook page

28. Event management-helps plan and execute City events or functions such as employee appreciation luncheons, retirement, birthday, or anniversary parties

29. These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other related duties as necessary and consistent with position

Minimum Qualifications

KNOWLEDGE, SKILLS, AND ABILITIES

· Knowledge of principles and practices of office management and administration as applied to municipal government.

· Knowledge of research techniques and sources of information.

· Knowledge of business English, spelling, and punctuation

· Knowledge of agenda preparation and development.

· Knowledge of the City’s policies, procedures and practices

· Knowledge of modern office practices and equipment including computers

· Knowledge of archives and records management laws.

· Knowledge of Sunshine Law.

· Knowledge of City codes, ordinances and procedures.

· Knowledge of legal requirements, rules and procedures of City Commission meetings.

· Knowledge of minutes and the roles of various boards and committees.

· Ability to write resolutions and proclamations.

· Ability to use computer software applications including word processing, spreadsheets and databases.

· Ability to effectively communicate in writing and orally.

· Ability to deal with a variety of individuals and groups with tact and courtesy.

· Ability to type 60 wpm.

· Ability to make decisions in accordance with related laws and regulations.

· Ability to analyze a variety of administrative problems and make sound recommendations for solutions.

· Ability to set up and maintain a complex filing system.

· Skill in using a computer, typewriter, and other office equipment.

EDUCATION AND EXPERIENCE

High School graduation or possession of an acceptable equivalency diploma preferred. Graduation from an accredited (2) year college with an Associates Degree in Business Administration or related field. Three to five (3-5) years experience in complex clerical and administrative records management and experience in local government; strong secretarial skills and/or management skills. A comparable amount of training, education or experience may be considered for the minimum qualifications.

Selection Guidelines

Formal application, rating of education and experience, oral interview, reference check, background check.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is related or a logical assignment to the position.

The job description does not constitute an employment agreement between employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Reasonable accommodations will be made for otherwise qualified individuals with a disability.

Job Type: Full-time

Pay: $52,000.00 - $70,000.00 per year

Benefits:

• Bereavement leave
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid jury duty
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Labelle, FL 33935: Relocate before starting work (Required)

Work Location: In person