Minutes Clerk I

SUMMARY

The Minutes Clerk position follows the Clerk of the Circuit Court and County Comptroller’s Mission, Vision and Core Values of the office by attending all Board of County Commissioner (BCC) Meetings and Value Adjustment Board (VAB) Meetings. The Minutes Clerk will aid in the processing of any Board or VAB related documentation. This position entails high volumes of computer work and attention to detail for document handling, indexing and researching of county related documents.

This is an in-office position and is not eligible for remote work.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Upload Board related agendas to Granicus, index all Board related documentation prior to the meeting and assign a numerical reference for future research.
• Attend and record all County Commission and Value Adjustment Board Meetings in Commission Chambers, B-106 or offsite.
• Create minutes from notes taken during meeting using Microsoft Word. Once minutes are completed and reviewed by other clerk, send to Chief Operations Officer for final review.
• Provide verbatim minutes to Chief Operations Officer for anything pertaining to the Clerk’s Office or Justice Center.
• Complete Hearing Agenda Record for Special Magistrate Value Adjustment Board Hearings.
• Scan any non-recorded Board related documents and track recording information on assigned index.
• Upload any Value Adjustment Board documentation to petitions.
• Assist with filing and receiving money for VAB petitions.
• Answer Clerk’s Office mainline phone calls following Clerk’s Office approved script found in Employee Handbook.
• Complete Microfilm Verification project to index all existing Board related documents from 1921 to current.
• Assist with Public Records Requests pertaining to board approved documents.

• Other duties which may be assigned.

OTHER SKILLS AND ABILITIES:

Ability to type a minimum of 35 correct words per minute. A Typing/Minutes test will be required as a part of the recruitment process. Communication, attention to detail and organizational skills are required with the ability to apply sound judgment to work performed. Ability to work cooperatively as a member of a team and under time constraints. Knowledge of Microsoft Excel and Word software as well as standard office equipment are required. Willingness to be cross-trained, learn new duties and software programs and follow department policies and procedures.

QUALIFICATIONS

To perform this job successfully, an individual must be able to implement each essential duty satisfactorily and be willing to learn other areas of the department for back-up purposes. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide.

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed but uninvolved written and oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

A valid Florida Driver's License or Florida Identification is required for the hiring process.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); and at least (2) two years clerical experience.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 lbs. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

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.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.