Staff Assistant to Town Clerk

The Administrative Assistant to Town Clerk must have strong interpersonal skills and perform skilled administrative functions for the Town Clerk under time constraints. This position is also responsible for efficient administration of the Town’s electronic records management systems and for providing public records upon request.

• Answers the telephone; greets and assists the public. Provides information to other Town staff in a timely and professional manner.
• Assists with records management, retention and public records requests.
• Prepares office documents and advertisements for newspaper publications.
• Sorts and distributes departmental mail.
• Assists in the preparation of meeting agenda packets and election packets. Prepares for meetings and assists in the post processing of meetings.
• Attends various board and committee meetings and transcribes meeting minutes using Civic Clerk and Soniclear recording software.
• Processes public record requests in a timely manner using all mechanisms available.
• Assists with the management of the electronic records program and document management using Laserfiche.
• Assists with managing ADA accessible document production workflow using Microsoft Word, Adobe Acrobat and, PDF Accessibility Checker and NVDA.
• Utilizes Civic Clerk and Civic Plus to create, edit, and publish website content and ensures the Town’s publishing style and standards are met.
• Ensures timely submittal of purchase orders and handles all reconciliation of invoices.
  
  

[These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related marginal duties as required. Unless specifically stated, an essential requirement of all jobs with the Town of Lady Lake is consistent and timely attendance.]

• Excellent written and verbal communication skills.
• Time management skills with the ability to multitask.
• Ability to pay attention to detail.
• Knowledge of business English and spelling.
• Knowledge of office practices and procedures.
• Understanding of and willingness to learn frequently used computer software.
• Knowledge of, or ability to gain knowledge of all departmental functions to include:
• Civic Plus suite of services.
• Florida Sunshine Law.
• Florida Public Records and Retention Laws.
• ADA Section 508 and WCAG accessibility standards.
• High School Diploma or General Eduction Degree (GED).
• Must have at least two years of general clerical experience.
• Preference for any combination of education, training, and experience equivalent to graduation from an accredited college or university with an associates degree in computer science, information systems, business administration or related field.
  
  

Licenses, Certifications, Or Registrations

• Possession of a valid Florida Driver’s License.
• Notary Public (or able to obtain within 90 days of employment).