Assistant City Clerk

About the role

The Assistant City Clerk serves as principal assistant to the City Clerk and assists in maintaining official City records, coordinating City Council and board meeting activities, processing legal documents, administering records management functions, and ensuring compliance with applicable laws and regulations.

Responsibilities

• Assists the City Clerk in maintaining official City records, documents, and archives.
• Assists with preparation and administration of City Council meetings, workshops, and advisory board meetings.
• Attends meetings assigned and assists with recording, preparing, and maintaining official minutes.
• Assists with preparation, processing, indexing, filing, and retention of ordinances, resolutions, contracts, agreements, deeds, and other legal documents.
• Maintains official files and databases related to City records and legal documents.
• Assists with the coordination and administration of municipal elections, legal advertisements, notices, and required publications.
• Assists with public records requests in accordance with Florida Public Records Law.
• Uploads City Council agendas, minutes, audio recordings, and other official documents to the City website in a timely manner while ensuring ADA compliance.
• Assists with records retention, scanning, imaging, and document archival in compliance with state retention schedules.
• Administers oaths and notarizes documents as authorized.
• Provides customer service to residents, staff, elected officials, and outside agencies.
• Answers telephones, responds to inquiries, and assists the public courteously and professionally.
• Assists with cemetery records, lot sales, deeds, and related recordkeeping as assigned.
• Assists with maintenance of reservation systems for City facilities and community spaces.
• Composes and prepares professional correspondence, reports, memoranda, and electronic communications.
• Maintains office supplies and assists with general office administration.
• Performs research and compiles statistical or administrative information as requested.
• Assumes duties and responsibilities of the City Clerk in the Clerk’s absence, as assigned.

Qualifications

• Minimum of five (5) years of progressively responsible clerical, administrative, or municipal government experience, involving municipal clerk functions, records management, public meetings, or elections administration.
• The Florida Notary Public Commission is required to obtain the ability within a specified period after hire.
• Bachelor’s degree preferred.
• Preferred experience working in a municipal or local government setting.
• Spanish-speaking ability preferred.
• Certified Municipal Clerk (CMC) designation preferred but not required at time of hire.

Physical Demands

Work is primarily performed in an office environment and involves sitting, standing, walking, bending, and lifting items weighing up to 20 pounds. Work Hours are generally Monday through Friday, 8am to 5pm, with one hour lunch from 12-1 pm; however, evening meetings, overtime, weekends, and special event attendance may be required based on operational needs.

Knowledge, Skills, And Abilities

• Knowledge of municipal government operations, procedures, and meeting requirements.
• Knowledge of Florida Public Records Law and records retention requirements.
• Knowledge of office practices, procedures, and standard office equipment.
• Knowledge of legal requirements and procedures relating to municipal government operations.
• Ability to prepare and maintain accurate official records and reports.
• Ability to communicate effectively both verbally and in writing.
• Ability to establish and maintain effective working relationships with elected officials, employees, outside agencies, and the public.
• Ability to organize, prioritize, and complete assignments within established deadlines.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently and as part of a team.
• Ability to upload and manage electronic documents and website content.
• Ability to work at evening meetings and occasional overtime as needed.
• Must be bondable.