Assistant City Clerk

Summary Objective

Performs responsible staff work assisting the City Clerk or other appointed officials in technical and administrative matters. Work is performed under limited supervision with considerable latitude in the use of initiative and independent judgement. Position relies on experience and exercises independent judgement to determine the best approach by using and interpreting policies and procedures.

Essential Functions

The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Serves in the absence of the City Clerk.
• Ensures proper maintenance of all City records for expedient informational accessibility by the public/staff to ensure that all documents are processed pursuant to legal procedures.
• Assists in the election of employees’ pension board procedures as needed.
• Serves as consultant on City Code, requiring thorough knowledge of ordinances, policies and procedures, and principles of public administration.
• Assists with the publication of all City legal advertising; assisting in development of legally required notices on hearings for ordinances, lien assessments, zoning, annexations, etc. as required by law.
• Supervises complex indexing of all items contained in City Commission minutes; records documents in public records as mandated by law.
• Attends meetings and conferences as required.
• Serves as Board secretary for the Community Appearance and Planning & Zoning Boards.
• Transcribes meeting minutes for the Community Appearance, Planning & Zoning and Marine Advisory Boards.
• Assists with the transcription of meeting minutes for Special City Commission Meetings and Commission Workshops.
• Oversees and disseminates all Public Record Requests and/or subpoenas; acts as the liaison between requestors and departments.
• Assists in the preparation and distribution of the agenda for Commission and Community Redevelopment Agency Meetings.
• Coordinates polling places and associated agreements for municipal elections.
• Assists the City Clerk in the administration and conduct of municipal elections.
• Prepares final copies of ordinances, resolutions, contracts, etc. for execution; ensures that all vendor contact information is properly obtained prior to the documents being provided to the Administrative Support Specialist.
• Assists with records management to ensure that city records are being properly disposed of, archived, and/or organized.
• Assists with ensuring that elected officials’ ethics forms are received and properly posted on the City’s website as required by Broward County.
• Collaborates performance measures for fiscal year budget as well as final PowerPoint presentation.
• Supervises the Records Specialist and Office Coordinator.
• Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Typical Qualifications

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

• Bachelor’s Degree in Business or Public Administration or related major.
• Five (5) years of administrative experience or an equivalent combination of education, training and experience.
• Certified Municipal Clerk Designation is required within three (3) years of employment.
• State of Florida Notary Public or ability to obtain within 6-month probationary period.
• Must possess and maintain a valid state driver’s license with an acceptable driving history.

Knowledge, Skills and Abilities, Work Environment and Work Hours

KNOWLEDGE, SKILLS and ABILITIES:

• Knowledge of computer software and programming.
• Knowledge of campaign reports and election process.
• Knowledge of F.S. 119 Public Records Law.
• Knowledge of Florida State Retention Schedules.
• Ability to take and transcribe minutes.
• Ability to disseminate information through public record requests.
• Skill in prioritizing work assignments.
• Skill in establishing and maintaining good working relationships with other City employees and the public.
• Ability to train or advise City personnel in related tasks and activities.
• Ability to lead, provide training or technical guidance or support.
• Skill in organizing and directing the work of others.
• Skills in managing, organizing, maintaining records.
• Skill in public relations.
• Skills in oral and written communication.

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

• None.

The City of Deerfield Beach values the service veterans and their family members have given to our country and supports the hiring of returning service members and military spouses.