Position usually filled at or close to minimum. Interviews during normal business hours.

GENERAL SUMMARY:
Provides assistance and support to the City Clerk and Deputy City Clerk. Maintains the records management program and retention schedules for City records in accordance with Florida laws. Processes public records and lien letter requests. Summarizes meetings, while still including pertinent details. Tasks require in-depth knowledge of the organization, programs, policies and procedures of the assigned area and a general knowledge of other levels of government (county, state, national). Assists other departments, elected officials, and the public as required. Work is performed under the supervision of the Deputy City Clerk and performance is reviewed through evaluation of work performed, results achieved, and frequent discussions.

DISCLAIMER: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this job.

DUTIES AND RESPONSIBILITIES:

• Establish and maintain a comprehensive filing system for the City Clerk’s Office;
• Receive, coordinate and process public records requests in accordance with F.S. 119 and city policies and train management and staff on records request processes and programs.
• Maintain a records management retention schedule for City records; assist and coordinate with staff on all aspects of records retention/destruction requirements, rules and policies; coordinate document imaging program; coordinate disposal and logging of records that have met retention requirements; scan documents.
• Identify and maintain confidential information and historical significance of city records.
• Maintain a record of all liens owing to the city and record required documents with the Duval County Clerk of Courts;
• Research property and prepare, type, and file lien letters.
• Maintain City vehicle records including, but not limited to, purchasing tag and title.
• Assist City Clerk with accepting candidate paperwork and reports for municipal elections.
• Prepare, compose, type, scan, copy, distribute, and file correspondence;
• Assist elected officials, staff, and the public in a professional, tactful, and courteous manner by telephone and in person.
• Maintain and update standard operating procedures.
• Update the city’s website with minutes, calendar items, agendas, documents, forms, and links and maintain department pages as needed.
• As needed, perform duties for Commission and other public meetings which often occurs on weeknights and Saturdays; prepare agenda, set up room, attend, distribute materials, record, take notes, and compose and type minutes. Serves as Staff Liaison to the Code Enforcement Special Magistrate; notify violators to appear before the board; prepare notices, agenda, and supporting documents for Code Enforcement Special Magistrate meetings; attend, set up room, record, take notes, compose and type minutes of Code Enforcement Special Magistrate meetings; coordinate issuance, execution, and mailing of findings of fact/orders, perform other related follow-up documents and correspondence; and maintain a file of all Code Enforcement cases.
• Attend bid openings when directed.
• Notarize city-related forms as requested.
• Maintain appointment calendar and schedule appointments as instructed; make business travel arrangements as requested.
• Monitor office supply inventory and prepare requisitions for supplies, etc.
• Conduct research as directed.
• Attend professional association or training meetings when directed.
• Cross train with Deputy City Clerk to assume responsibility when needed.
• Perform all other related duties as requested.

Education and Experience:
High School Diploma or equivalent and at least four (4) years of general administrative experience plus at least two (2) years of records management experience required, however, relevant college credits may be used to satisfy part of the experience requirements.

Licenses and/or Certificates:
Must be a Notary Public for the State of Florida or be able to obtain within six (6) months of hire.

Knowledge, Skills, and Abilities:
Knowledge of office terminology, procedures, and equipment. Knowledge of computer programs and business English. Knowledge of departmental services, programs, operating rules, regulations, and procedures. Knowledge of budgetary and accounting practices and procedures. Knowledge of computer programs such as Windows, Word, Excel, Outlook, Laserfiche, JustFOIA, iCompass, AS400, etc.

Skill in maintaining complex records and in preparing reports from such sources. Skill in operating office equipment. Skill in preparing and typing correspondence on routine matters and to perform routine office management tasks independently. Skill in filing, scanning, and indexing materials with speed and accuracy.

Ability to maintain confidential information and materials. Ability to take and prepare minutes. Ability to follow oral and written instructions. Ability to write by hand, typewriter, and computer. Ability to read, analyze, critically think, and interpret technical procedures and government regulations including but not limited to the City’s Charter and Code of Ordinances, Florida Statutes, Sunshine Laws, Administrative Codes, and Robert’s Rules of Order. Ability to deal tactfully and courteously with the public and other employees. Ability to communicate effectively orally and in writing. Ability to walk and climb steps and stepladder. Ability to handle complaints, requests for information, and delegated administrative details. Ability to lift objects weighing no more than 40 lbs.

Ability to learn specific computer applications used in the City Clerk’s Office.

Ability to work occasional evenings and Saturdays.

Job Type: Full-time

Pay: From $20.63 per hour

Security clearance:

• Confidential (Preferred)

Ability to Commute:

• Atlantic Beach, FL 32233 (Required)

Ability to Relocate:

• Atlantic Beach, FL 32233: Relocate before starting work (Required)

Work Location: In person