Assistant Deputy City Clerk

Note: To be considered for this position, candidates must submit a complete City of Okeechobee application packet. The application, including an instruction sheet and list of required documents may be found here: https://www.cityofokeechobee.com/employment-opportunities.html.

NATURE OF WORK:

Responsible for the records management program and secretarial duties of varied nature in the operation of the Office of the City Clerk. Requires initiative, discretion, and independent judgement dealing with general routine matters and detailed administrative support tasks. Assists the Deputy City Clerk with routine tasks or when absent. Position requires creativity, attention to detail, follow directions, and ability to streamline procedures.

1. ESSENTIAL FUNCTIONS

A. Records Management

1) Oversee the design, development and implementation of City-wide records and information management program that complies with Federal and State laws.

2) Work closely with all other department staff to determine best process for the systematic preservation of total life cycle of records using both manual and automated methods as required.

3) Administer the function of public records disclosure, assisting the public in accessing records and information in compliance with the Sunshine Laws and City policy.

4) Accepts and processes public records requests.

5) Administers the City’s record retention inventory; trains other department staff on the use of the records management inventory forms and proper categories of records based on the State’s Records Schedules.

6) Maintains the records storage center; coordinates with other department staff on the transfer of records into the storage center, ensuring they are properly inventoried by submitting department staff; then labels and maintains the records until retention is met.

7) Notifies departments when records have met retention, completes disposition schedules monthly for review and shredding of records.

8) Schedules monthly shredding services with vendor.

9) Scans and digitally files documents into the Laser Fiche software system.

10) Preserve and protect the City’s historical records and information; including the “City History” scrap books.

B. Administrative Support

1) Maintains the appearance, organization, and office equipment, ensuring office to be open promptly on the days scheduled to work.

2) Assist the City Clerk, Deputy City Clerk and other staff with various projects as assigned and provides secretarial services to City Council through direction of the Deputy City Clerk.

3) Perform general office duties, such as typing various forms of correspondence, proofreading, filing, scheduling appointments and meetings, preparing travel arrangements.

4) Submit requests for repairs and maintenance of office including equipment and furniture.

5) Keeps the City Clerk and Deputy City Clerk apprised of all visitors in the office, phone calls or other information during the day.

6) Keeps a daily time sheet and submits to the City Clerk weekly for processing, including leave of absence forms.

7) Makes purchases for the Clerk’s Office; maintains Master Office Supply list and inventory.

8) Maintains the office decorations for different seasons and holidays.

9) Creates, prints, and mails employee and citizen board members birthday and anniversary cards; including other types of cards to be sent throughout the year for various reasons.

10) Performs related work as required.

C. Assisting to the Duties of the Deputy City Clerk

1) Assists with the preparation and posting of public notices and other legal advertisements of notices.

2) Assists with requests for information from the public, other municipalities, state officials, or state and federal legislative offices.

3) Creates and posts information to the City’s Social Media platforms.

4) Assists with maintaining department inventory and records of items.

5) Assists in updating City Code of Ordinances books with appropriate supplements.

6) Prepares the Council Chambers for the City Council meetings; assures the Chambers are kept neat and orderly.

7) Assists with processing, scanning, and filing all official documents after City Council meetings such as Minutes, Ordinances, Resolutions, Agreements, Contracts, and Bids.

8) Assists with special projects throughout the year.

D. Specific duties within City Hall (interaction with other departments)

1) Coordinates with other Staff to ensure City Hall doors are opened and closed to the public promptly on the days scheduled to work.

2) Stamps and sorts all incoming mail with date and time received; processes and routes the mail to the appropriate department.

3) Answers incoming phone calls and routes them to appropriate departments and staff; assists the public with their questions.

4) Serves as a backup for the General Services department when other employees are at lunch or absent.

5) Assists with the Annual Christmas Tree Lighting Ceremony and decorating City Hall.

6) Work effectively with all City employees.

2. QUALIFICATIONS

• Knowledge of:

1) Modern office systems and technology including a personal computer, Windows 11, Microsoft Office with proficient knowledge of Word, Excel, PowerPoint, Outlook, Canva, and photo editing.

2) Principles, practices, and methods of office procedures.

3) Operating multi-line telephone systems and other various office equipment.

4) Business letter writing, email communications, and report preparations.

5) English usage, spelling, grammar, and punctuation.

6) Creating content and posts on various social media platforms.

• Ability to:

1) Be creative and innovative in order to complete tasks that require the production of social media posts, public notices, various types of awards, certificates, and cards.

2) Touch type accurately and efficiently.

3) Spell and use correct grammar.

4) Speak calmly and distinctly in stressful situations.

5) Multi-task in stressful and normal situations; organize all duties assigned.

6) Hear and distinguish the spoken word at ordinary auditory thresholds.

7) Control personal emotions and reactions.

8) Communicate effectively, orally, and in writing with the public, elected officials, department heads, other employees of the City, and employees of other governmental agencies.

9) Apply good judgement, to deal effectively and diplomatically with co-workers.

10) Perform job responsibilities in a timely manner to meet scheduled deadlines.

11) Physically and mentally, work independently.

12) Prepare and compose letters and reports; make decisions in accordance with departmental policy.

13) Display total discretion when dealing with subjects of a confidential nature always maintaining the City’s best interest.

3. MINIMUM REQUIREMENTS

A. Education and Experience:

1) High school diploma or equivalent.

2) Must be able to touch type at least 30 wpm.

3) Secretarial/clerical experience preferred or provide certificate(s) of completion of specific training.

4) Needs to be proficient in using Word, Excel, and Canva.

B. Licenses, Certificates, Additional Requirements:

1) Must be at least 18 years of age.

2) United States Citizen or a resident alien of the State of Florida.

3) Valid Florida Driver’s License (3-year clean driving record and maintained after employment).

4) Must have, and maintain after employment, an active account with a financial institution for required participation in payroll direct deposit.

5) Pass pre-employment substance screening and complete physical upon being offered employment.

6) Pass Federal and State criminal background investigation including fingerprinting through the Florida Department of Law Enforcement and the Federal Bureau of Investigation.

7) Must obtain and retain after employed, a Level 2 Security Awareness Certification from the Criminal Justice Information Services, requires recertification and fingerprinting every two years.

8) Pass a speed-typing test and/or clerical test administered during the interview process.

9) Obtain Notary within 6-months of employment.

Job Type: Full-time

Pay: $42,144.15 - $47,412.17 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $42,144 - $47,412