Municipal Records Specialist (City Clerk's Office)

City Clerk And Support Services Administrative Assistant

Performs complex and professional administrative work to support the City Clerk and Support Services Department. Works efficiently and effectively with the public and staff. Follows established procedures requiring high level attention to detail. Activities include the preparation and maintenance of accurate and official City records. Works under the supervision of the City Clerk.

Essential Duties and Responsibilities :

• Processes public records requests; including corresponding with others, conducting research, redacting, and reviewing documents.
• Coordinates records management activities including physical and electronic files, annual records disposition, and completing compliance reports.
• Serves as administrator of the public records request software.
• Coordinates and prepares draft proclamations for the City Clerk's review.
• Coordinates the appointment process for City advisory boards; maintains database of board members; provides guidance to board recording secretaries; and acts as recording secretary for advisory boards when needed.
• Assist in coordinating Financial Disclosure requirements to include notification letters to appointed and elected officials.
• Assists in maintaining the City's website, creating and publishing content, and overseeing online quality control.
• May serve as back up to the following :
• Assists with the development, production and distribution of City Commission meeting agendas, minutes, and packets. Corresponds with departments related to agenda items. Prepares related communications and reports as needed.
• Ensures legal advertisement for ordinances, resolutions, elections and other notices, includes the transmittal to the newspaper and verifies correct printing and publishing.
• Attends Commission meetings and provides support as Recording Secretary by preparing minutes, assisting with PowerPoint presentations, and operating the recording equipment.
• Drafts and maintains annual calendar of City Commission meeting.
• Collects required signatures for legal documents and disseminates to the appropriate parties, includes the transmittal to the County Clerk of Court.
• Responsible for indexing of the issuance of resolutions and ordinance numbers, and meeting minutes; documents Commission action on each agenda item.
• Processes ordinances, resolutions, contracts and deeds. Maintains a database of legal documents. Coordinates with departments when action is required. Coordinates updates and assists with codification of City Code of Ordinances.
• Assist with municipal elections including preparation of qualifying packets; monitoring campaign financial report submittals; and preparing reports, legal notices, and other requirements associated with elections.
• Provides exceptional customer service, addressing public inquiries via phone, e-mail, and in person.
• Maintains a comprehensive, current knowledge of applicable laws / regulations and awareness of new advances in the profession.
• Drafts / implements procedures and conducts training (performs public speaking) on software and other department-related topics as assigned.
• Serve as back-up to other positions within the department, as needed.
• Assists in the preparation and response to disasters or emergency situations and may be temporarily assigned to other duties, locations, and shifts.
• Promotes a positive customer service environment within the department / organization and externally.
• Performs other job-related functions as assigned.

Supervisory Responsibilities :

Serves as peer lead in assigned subject area.

Education and / or Experience :

Bachelor's degree in Public Administration, Business Administration, Library Science, Information Technology, Information Science, or related field.

Three (3) years of related experience in local government (in the area of municipal clerk, records management, or legal office preferred) or any equivalent combination of education, training, and experience.

Strong computer, administrative skills, and attention to detail are essential. Working knowledge of software systems including Microsoft Office products and Adobe.

Records management and document preparation preferred. Must have Public Record management experience. Ability to obtain Florida Notary Public if needed. Valid Florida Class E Driver's license.

An equivalent combination of higher education and experience that provides the required knowledge and abilities may be considered.

Qualification Requirements :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge of Florida municipal governments, elections and Clerk Office functions.

Knowledge of Florida Sunshine Law, processing of records requests, and records retention.

Skilled in transcribing from audio recording and preparing meeting minutes.

Ability to use office equipment.

Ability to learn specific department software programs and system.

Skilled in communicating effectively both verbally and in writing, as well as following directions.

Ability to work occasional evening hours to assist coordinate public meetings.

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully meet the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Long periods of sitting and / or standing at designated work station.

Work Environment :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. General office environment.