Deputy City Clerk

City-of-Clermon; Florida; On-site; USD 60,000 - 90,000; Full time

Job summary

City of Clermont seeks an experienced City Clerk support professional to handle complex administrative duties, publish agendas, transcribe minutes, and coordinate with City Council, CRA, and boards. This exempt, on-site role requires meticulous attention to detail and the ability to work with elected officials, staff, and the public.

The position involves preparing and submitting staff reports, managing legal notices, and supervising agenda-management software, boards module, and digital

Qualifications

• Bachelor’s Degree and five years of related local government or legal office experience.
• Florida Notary Public or ability to obtain within six months of employment.
• Certified Municipal Clerk designation preferred or ability to obtain within five years.
• Valid Florida Class E Driver's license.

Responsibilities

• Assimilate, publish, and distribute agenda development for City Council, CRA, and related meetings.
• Prepare, transcribe, and edit minutes for multiple city meetings and committees.
• Prepare staff reports and agenda items using agenda development software.
• Attend meetings as recording secretary and record Council actions.
• Manage long-range agenda and coordinate with departments on agenda items.
• Prepare ordinances, resolutions, proclamations, and contracts; provide training to staff.

Education

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

Certified Municipal Clerk designation preferred or ability to obtain within five (5) years

Valid Florida Class E Driver's license

Tools

Agenda management software

Boards module system

Digital recording software

Notary or legal document software

Job description

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.

• Responsible for assimilating, publishing, and distributing 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.
• Acts as City Clerk in the absence of the City Clerk as designated by the 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.
• Leads the implementation of new software and/or coordinates system software updates for agenda development, elections, boards module, digital recording or any other software as assigned.
• 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.
• 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.

• 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.
• Certified Municipal Clerk designation preferred or the ability to obtain the designation within five (5) years from the date of employment.
• Valid Florida Class E Driver's license.

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.

Physical Demands

• Requires sedentary work involving standing or walking for brief periods.
• Exerts up to twenty-five (25) pounds of force on a regular basis.
• Operates office equipment requiring moderate dexterity.
• Requires normal visual acuity and field of vision, hearing, and speaking abilities.

Work Environment

Works inside in an environmentally controlled space. The position is exposed to no unusual environmental hazards.

The City of Clermont is an Equal Opportunity Employer. The Americans with Disabilities Act requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss potential accommodations with management.

To perform this job successfully, an individual must be able to perform all of the essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein.

Job functions described are not to be construed as a complete statement of all duties performed. Employees may be assigned additional duties by management as deemed necessary. Duties not contained herein may be considered essential to performing this job successfully, just as though they were included in this job description.

The City of Clermont has the right to revise this job description at any time. This description does not represent in any way a contract of employment.