Deputy City Clerk

City Of Ft Meade•Fort Meade, FL

5d•Onsite

About The Position

The City of Fort Meade, Florida, is seeking qualified candidates for the position of Deputy City Clerk. This is a salary-exempt position eligible for the city’s benefits and retirement programs. The Deputy City Clerk performs professional, technical, and administrative work supporting the City Manager in fulfilling statutory and charter-related City Clerk functions. Acting on behalf of and under the direction of the City Manager, this role handles the day-to-day responsibilities of the Clerk's Office. Key duties include coordinating City Commission, Planning +and Zoning, and CRA meeting administration, public records management, records retention, legal notices, ordinances, resolutions, municipal elections support, and other statutory responsibilities, ensuring compliance with Florida law. The Deputy City Clerk may perform assigned City Clerk functions when authorized, in the absence of the City Manager or when designated.

Requirements

Knowledge of Florida Sunshine Law
Knowledge of Florida Public Records Law
Knowledge of Florida records retention requirements
Knowledge of Parliamentary procedure (Robert's Rules of Order preferred)
Knowledge of Municipal government operations
Knowledge of Agenda management systems
Knowledge of Records management principles
Knowledge of Modern office practices and technology
Ability to prepare accurate minutes from complex meetings.
Ability to maintain confidentiality while exercising sound judgment.
Ability to interpret statutes, policies, and administrative procedures.
Ability to organize multiple projects with competing deadlines.
Ability to communicate effectively, both verbally and in writing.
Ability to build productive working relationships with elected officials, employees, and the public.
Ability to exercise independent judgment while maintaining attention to detail.
Ability to work effectively under strict statutory deadlines.
Skill in Microsoft Office Suite
Skill in Document management systems
Skill in Agenda management software
Skill in Electronic records systems
Skill in Customer service
Skill in Business writing and editing
Associate’s degree in public administration, Business Administration, Office Administration, or related field.
Three (3) years of progressively responsible administrative experience, preferably in municipal government, city clerk administration, executive support, or records management.
An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
A valid Florida driver’s license
Notary Public or ability to obtain within six (6) months
Certified Municipal Clerk (CMC) or willingness to obtain certification within three (3) years

Nice To Haves

Experience supporting a City Commission, Town Council, or governing board.
Experience with municipal agenda management software.
Florida municipal government experience.

Responsibilities

Assists the City Manager in fulfilling the statutory duties of the City Clerk.
Coordinates preparation of City Commission, Planning and Zoning, and CRA meeting agendas in collaboration with department directors and the City Manager.
Reviews agenda items for completeness, formatting, and compliance with established procedures.
Prepares, assembles, publishes, and distributes Commission Planning and Zoning, and CRA agenda packets with tabs, dividers, and color-coded items and sections.
Establish regular calendar deadlines for receipt of materials from Departments and provide regular email and calendar reminders of due dates and deadlines.
Attend City Commission, Planning and Zoning, and CRA meetings, workshops, and special meetings as assigned.
Records proceedings and prepares accurate meeting minutes.
Maintains official records of Commission, Planning and Zoning, and CRA actions.
Tracks follow-up items resulting from Commission, Planning and Zoning, and CRA action.
Maintains custody and integrity of official City records under the direction of the City Manager.
Administers the City's records retention program in accordance with Florida records retention schedules.
Coordinates storage, retrieval, archival, and lawful destruction of records.
Maintains electronic records management systems.
Ensure proper indexing and organization of official documents.
Coordinates responses to public records requests in accordance with Florida's Public Records Law and in collaboration with the Office of the City Attorney.
Maintains City Website and acts as Point of Contact for City Web Site and City/Community Communication applications and any necessary updates thereto.
Assists departments with record management compliance.
Maintains confidentiality of exempt or confidential records.
Publishes legal advertisements and public notices as required.
Certifies official records and documents when authorized.
Maintains official ordinances, resolutions, contracts, agreements, and other governing documents.
Coordinates execution routing for official documents.
Ensures adopted legislation is properly codified and archived.
Maintains municipal code updates and annual updates to Muni-code, as necessary.
Assists with municipal election administration in coordination with the County Supervisor of Elections.
Maintains candidate qualification records and election documents.
Coordinates required election notices and filings.
Maintains membership rosters, appointments, and term expirations.
Coordinates appointments and reappointments.
Maintains official records for boards, committees, and advisory bodies.
Manages the procurement of, and any costs associated with, reservations and accommodations for Board participation in conferences and trainings.
Annually manages the updating, On-Boarding, and Off-Boarding of existing, new, and/or departing Board members and Commissioners – including uniforms, badges, name plates and IDs.
Annually hosts the Clerks Association and represents the City in monthly Association meetings.
Serves as a primary point of contact for citizens requesting public records or information.
Provides information regarding City procedures, meetings, ordinances, and municipal services.
Assists elected officials, department directors, and the public in a professional and courteous manner.
Assists with departmental projects and special assignments.
Coordinates notary services as required.
Maintains departmental calendars and statutory deadlines.
Performs other related duties as assigned.
Demonstrate exceptional professionalism, discretion, and integrity.
Ensure compliance with all applicable Florida statutes governing municipal records and meetings.
Maintain accurate, organized, and timely official records.
Provide outstanding customer service to elected officials, employees, and the public.
Take direction from and support the City Clerk/City Manager by ensuring the efficient administration of all assigned City Clerk functions.
Under the direct supervision of the City Clerk/City Manager, act as the primary point of contact for and provide administrative support to the Commissioners.
Continuously improve administrative processes and records management practices.
Must exhibit willingness and interest in furthering all aspects of learning, knowledge acquisition, and job-related certifications.