Deputy Clerk Records Manager

Deputy City Clerk/Records Manager

GENERAL GOVERNMENT

ESSENTIAL FUNCTION:

The individual filling this position is responsible for greeting the public, answering the telephone, and performing general administrative and accounting duties in the City’s General Government Department. He/she is also responsible for maintaining the City records management program and is backup for the City Clerk. This role is occasionally required to work later hours due to City meetings.

CLASSIFICATION: The position Deputy City Clerk/Records Manager is considered a non-exempt position as defined by the Fair Labor Standards Act.

REPORTS TO:

The Deputy City Clerk/Records Manager reports to the City Clerk.

SUPERVISES:

The Deputy City Clerk/Records Manager has no supervisory responsibility.

CITY EXPECTATIONS:

All employees are required to report to City Hall for duty in response to a disaster or emergency when activated (before, during, and after a disaster or emergency) as a condition of employment. Disaster Essential (DE) activation assignments may occur before, during, and after a disaster or emergency. Assignments are allocated based on operational needs during a disaster or emergency period and are subject to change at any time. Failure to respond when called upon or failure to report for duty may result in disciplinary action, up to and including, dismissal from employment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Essential duties and responsibilities may include, but are not limited to, the following:

Customer Service:

· Maintains excellent public relations

· Answers telephones, appropriately directs calls, and greets the general public

Scope of Work/Responsibilities:

· Distributes and updates new ordinances for code books as needed, then scans and files

· Assists in the permanent record of all written contracts, leases, easements, vacations, and bonds where the City is a party in interest

· Processes all golf cart and parking permits

· Performs duties such as daily mail, telephones, front counter, receipt of payments, supply orders for office and kitchen, calendars, and processing of invoices and A/P checks for mailing

· Coordinates outdoor signboard messages at City Hall and Chamber reservations

· Stocks and maintains informational brochures in the lobby

·Administers the records management plan as prescribed by Florida Statutes and the Florida Administrative Code for the City, including, but not limited to the records filing system, indexing, Laserfiche scanning, storage, retention scheduling and destruction

· Delivers on-going training and support to departmental Records Coordinators

· Assists with processing public records requests

·Performs the City Clerk’s duties to include attendance at meetings, preparations of agendas and transcription of meeting minutes in the absence of the City Clerk

· Certifies official documents in the absence of the City Clerk

·Coordinates agendas, materials, writes and distributes minutes of all Clean Water Committee and Parks and Beautification committee meetings

·Provides meeting administration and serves as clerk to the ITPO and BIEO and records official actions

· Maintains Adopt-A-Spot listing and agreements

Maintains community gardens listing and agreements

· Maintains all aspects of processing and issuance of all commercial and home occupation business tax receipts

·Maintains postage machine

· Acts as scribe for the City Clerk in case of emergency

· Balances accounts receivables for the administrative department daily

· Performs other administrative and records related services by direction of the City Clerk or Mayor as needed

· May be required to report to City Hall in the event of an emergency

· Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice

JOB REQUIREMENTS AND QUALIFICATIONS:

Preferable Qualifications:

· Five years progressively responsible office and administrative support experience in local, county or state government

· Experience with the Florida Sunshine Law, Public Records Law, and records management

Educational Qualifications:

· At least two years of college plus two or more years of advanced administrative experience

· Working knowledge of Microsoft Office products, computer systems, hardware, and ability to become proficient with proprietary software

· Above average facility with written and spoken English, which includes knowledge of grammar, spelling, and punctuation

· A combination of education, training and experience may be substituted for above stated qualifications

· Ability to obtain Notary Public licensure

· FEMA classes 100.C, IS-200.C, IS-700.B, IS-703.B, IS-807, IS-800.D, ICS-300, ICS-400 to be provided by the City

Skills:

· Knowledge of municipal government procedures, regulations and interrelationships preferred

• Proficient in Microsoft Word, PowerPoint, Outlook, Excel, and Windows Operating environment
• Three (3) years' experience utilizing various computer applications and software packages, maintaining, and generating reports from a database or network system.

· Knowledge of Laserfiche or other government scanning tools

· Knowledge of office methods, procedures, and a variety of office equipment

· Accurate typing/word processing speed of 60 WPM

· Ability to establish and maintain effective working relationships across departments, with fellow employees, and the general public

· Ability to multi-task and meet deadlines

· Demonstrate proactive problem-solving skills

Other Requirements:

· Must hold a valid Florida driver’s license

· Must be available to work flexible hours for meetings

Physical Requirements:

· Daily routine requires average body strength for agility in reaching, stooping, bending, lifting and carrying

The City of Holmes Beach is an equal opportunity employer

Job Type: Full-time

Pay: $28.00 - $33.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person