Deputy City Clerk

City of Clermont•Clermont, FL

2d•Onsite

About The Position

This position provides professional and complex administrative support duties for the City Clerk, assuring adherence to City and department policies and procedures. This position must exercise a high degree of professionalism with the ability to work efficiently and effectively with the public, staff, and elected officials. Works independently under minimal supervision of the City Clerk. This position is exempt. Fair Labor Standard Act overtime provisions will not apply. Per Florida Statute 295.065, certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and that certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled.

Requirements

Bachelor’s Degree
Five (5) years of related experience in local government, or legal office.
Florida Notary Public or able to obtain within six (6) months from the date of employment.
Valid Florida Class E Driver's license.

Nice To Haves

Certified Municipal Clerk designation preferred or the ability to obtain the designation within five (5) years from the date of employment.
In some cases, an equivalent combination of higher education and experience may be considered, provided that the education and experience is in a relevant and related field.

Responsibilities

Responsible for assimilating, publishing, and distributing the agenda development process for all City Council meetings, Charter Review Committee meetings, Community Redevelopment Agency (CRA) meetings, Budget Public Hearings, and related Special meetings and workshops and any additional boards/committees as assigned.
Coordinate and schedule the invocations for City Council meetings.
Prepares, transcribes and edits minutes of City Council meetings, workshops, special meetings, Budget Public Hearings, Community Redevelopment Agency (CRA), Charter Review Committee meetings and any additional boards/committees as assigned.
Prepares and initiates agenda items and staff report in agenda development software for City Council meetings, Charter Review Committee meetings, Community Redevelopment Agency (CRA) meetings, Budget Public Hearings, Special Meetings, workshops and any additional boards/committees as assigned.
Attend meetings as the recording secretary to record and take minutes at the Charter Review Committee meetings and any additional boards/committees as assigned.
Attends meetings to assist the City Clerk at City Council, Special Meetings, workshops, Community Redevelopment Agency (CRA) and Budget Public Hearings.
Manages the long-range agenda and corresponds with departments related to agenda items.
Drafts, tracks, prepares, and formats ordinances, resolutions, proclamations, certificates, agreements, and contracts.
Provides training to the Clerk’s Office Coordinator as the back up to the Deputy City Clerk.
Updates department web pages.
Responsible for obtaining required signatures on approved legal documents and distributing finalized documents to the appropriate departments.
Updates all documents to reflect Council approved amendments prior to dissemination.
Prepares and transmits documents for recording with the Lake County Clerk of Courts office.
Responsible for indexing the issuance of resolutions numbers, ordinance numbers, and meeting minutes.
Responsible for documenting Council action on each agenda item.
Completes Financial Disclosure requirements to include notification letters to appointed and elected officials.
Assists with department projects assigned by the City Clerk.
Responsible for preparing and reviewing all public notices and legal advertisements citywide, ensuring compliance with Florida Statutes and the City Code.
Coordinates with local newspapers regarding publication schedules, required content, formatting, proofs and processes invoices for all legal advertising.
Creates annual calendar of City Council meetings.
Serves as the Garbage Franchise Coordinator responsible for processing and creating agreements and serves as point of contact.
Coordinates codification of City Code of Ordinances to include preparation of ordinances, publication, and updating all department codebooks with supplements.
Prepares certified true copies as necessary.
Assist with preparing the annual department budget as well as budget transfers, monthly reports and checking for discrepancies.
Prepares Election Qualifying packets to include updating all required forms.
Serves as a Notary Public for City documents and stays current on legal requirements on actions of a notary.
Coordinates system software updates for agenda development, elections, boards module and digital recording.
Prepares and compiles statistical and monthly reports.
Ability to receive and process formal petitions.
Works collaboratively with the City Clerk to ensure dissemination of information in an accurate and timely manner.
Addresses public inquiries via telephone, electronic mail, facsimile, and in person.
Maintains a comprehensive, current knowledge of applicable laws/regulations and awareness of new advances in the profession.
Administers user access for the agenda management, elections, audio recording, and boards module software platforms.
Implements procedures, provides training, and support and oversees day to day administration for each software system.
Serves as the liaison between the Clerk’s Office and other departments in matters related to agenda items and legal ads.
Perform as the back-up to the City Clerk and perform duties of the City Clerk in the functions of authenticating official documents, attending and recording Council Meetings, notarizing city documents, administration of oaths, election qualifying and agenda management when absent or as directed.
Leads the implementation of any new software for the Clerk’s Office.
Performs cross training on Deputy City Clerk responsibilities to the department staff.
Coordinates city board appointments through the boards module system, maintains appointment records, and manages the advertisement of board vacancies and terms of office.
If needed, serve on the Canvassing Board for city only elections.
Performs other duties as assigned.