Deputy City Clerk

City of Groveland•Groveland, FL

2d•Onsite

About The Position

The Deputy City Clerk performs specialized clerical work in the Office of the City Clerk and assists with the department’s day-to-day operations. The position is responsible for City Clerk’s Office activities when the City Clerk is absent, including supporting City Council proceedings and safeguarding related records. The City Clerk reviews the scope and responsibilities of the position. The role assists with public notices, legal advertisements, agenda materials, meeting minutes, and records for City Council sessions and other boards and committees. It attends meetings as a recording secretary, maintains and scans official records, supports preparation and review of ordinances and resolutions, and responds to public inquiries under the City Clerk’s supervision. In the City Clerk’s absence, the Deputy City Clerk serves at meetings and in City Council transactions, attests legal papers, and may administer oaths as permitted by law or ordinance. The position also provides administrative support, including correspondence, mail, calls, emails, conference registration, and travel arrangements for the city commission. It screens visitors and callers, maintains active and inactive files and filing systems, and operates standard office equipment. Work is primarily in an office setting on a standard Monday–Friday schedule; alternative schedules may be offered at upper management’s discretion.

Requirements

High school diploma or equivalent.
Completion of a two-year college curriculum with an associate’s degree.
Four years of experience performing administrative support functions, or an equivalent combination of education, training, and experience.
Proficiency in MS Office, including Word, Excel, PowerPoint, and Outlook.
Working experience scanning documents and using records management systems.
Working experience with agenda management, public meeting scheduling, and records management software.
Working experience with virtual meeting platforms such as Cisco WebEx Video.
Must possess and maintain a valid Florida driver’s license; applicants with a valid out-of-state license must obtain a Florida license within 10 days of employment.
Certified Municipal Clerk (CMC) designation desired for candidates with substantial direct experience in municipal government or a related entity; obtain CMC within three years of hire.
Records Management Certification (CRM) or direct experience working with files and records.
Knowledge of pertinent laws and procedures, state statutes, city codes, and election laws.
Ability to perform clerical and administrative work while maintaining confidentiality appropriate to the City Clerk’s department.
Knowledge of basic office equipment, department functions and operations, customer service principles, standard office software, and completing public records requests in accordance with state law.
Ability to exercise judgment consistent with laws, regulations, and policies; follow oral and written instructions; communicate clearly; maintain records and prepare reports; and access, operate, and maintain software applications.
Ability to work under stressful conditions, make independent judgments in non-routine situations, and handle unforeseen situations thoughtfully and effectively.

Nice To Haves

Bachelor’s degree in a related field.
Experience with Tyler Content Manager (TCM) software.
Working knowledge of Laserfiche records-keeping systems.
Experience with Granicus Media Manager (GMM).
Notary Public, or ability to obtain the designation within six months of employment.

Responsibilities

Act as assistant to the City Clerk in the department’s day-to-day operations and carry out City Clerk’s Office activities in the City Clerk’s absence.
Assist with public notices for meetings subject to the Sunshine Law and prepare legal advertisements and notices as necessary.
Assist with preparing and distributing agenda materials and minutes for City Council sessions and other board and committee meetings.
Attend and serve as recording secretary at Council and other board meetings as needed.
Maintain department files, cross-reference information, scan official documents, and enter records into the city’s records management system.
Assist with planning and maintaining official city documents and records, including preparing and reviewing ordinances and resolutions.
Respond to public inquiries and furnish information, municipal laws, and official records under the City Clerk’s supervision.
Assist in preparing records and minutes for city boards and committees.
Support preparation of correspondence and handle mail, telephone calls, emails, conference registration, and travel arrangements for the city commission.
Screen department visitors and answer telephone calls.
Maintain active and inactive files, filing systems, and department records.
Operate office equipment, including computers, printers, copiers, telephone systems, fax machines, and calculators.
In the City Clerk’s absence, attest legal papers by signing them and record them appropriately; serve at meetings and in City Council transactions; and may administer oaths required by law or city ordinance.