Minutes Clerk (Part-Time)

Town of Fort Myers Beach; Fort Myers Beach (FL); Hybrid; USD 21,000 - 30,000; Part time

Job summary

The Town of Fort Myers Beach is seeking a part-time Minutes Clerk to accurately record and transcribe Town Council and advisory board meetings, ensuring official records are complete and accessible. The role may be hybrid/remote with on-site attendance for meetings as required, and involves timely filing and strict adherence to public records laws.

Responsibilities include producing accurate minutes, maintaining archives, and supporting meeting processes in a manner compliant with Florida

Qualifications

• High school diploma required; associate degree preferred.
• 1–3 years of direct experience preparing official meeting minutes for governing bodies or public entities.
• Experience in a municipal/public sector environment or in minutes preparation is highly preferred.

Responsibilities

• Attend Town Council and advisory board meetings to accurately record proceedings.
• Prepare clear, accurate, timely minutes reflecting motions, votes, actions, and key discussion points.
• Transcribe audio/video recordings into official minutes for review by the Town Clerk.
• Maintain official minutes with proper retention and archival in the designated records system.
• Maintain electronic and physical filing systems (SharePoint or other designated systems).
• Ensure compliance with Sunshine Law, public meeting requirements, and public records laws.
• Attend all assigned meetings and events; perform other duties as assigned.

Skills

Attention to detail

Documentation

Written communication

Organizational skills

Verbal communication

Office software

Audio transcription

Education

High school diploma

Associate's degree (Business/Public Administration/Paralegal or related)

Tools

Microsoft Office

SharePoint

Audio transcription tools

Job description

Position: Minutes Clerk

Reports to: Town Clerk

Emergency Classification: Essential

FLSA Classification: Non-Exempt

Pay Grade: 106

Do you have a sharp ear, strong writing skills, and an appreciation for public service? The Town of Fort Myers Beach is looking for a Minutes Clerk to play a key role in documenting Town Council and advisory board meetings, helping ensure the integrity, accuracy, and accessibility of the Town’s official records. This position may be completed remotely, with the ability to travel on site as required for assigned meetings.

Position Summary

This is a part-time position within the Town Clerk’s Office, responsible solely for accurately recording, transcribing, and maintaining official minutes for Town Council, designated Advisory Board and Committee meetings in a timely manner. A mutually agreeable part-time schedule will be established based on the Town’s meeting calendar. This position may be performed on a hybrid/remote schedule, with the ability to attend meetings live (in person or virtually) as assigned.

Responsibilities and Reporting During an Emergency Situation: If assigned, employees in this classification will be required to report and carry out duties as directed for the duration of an emergency. Depending on the nature of the emergency, this may require working around the clock for several days on short notice.

EXAMPLES OF ESSENTIAL DUTIES

• Attend Town Council meetings and designated Advisory Board and Committee meetings, including evenings as required, either in person or remotely as approved, to accurately record proceedings.
• Prepare clear, accurate, and timely written minutes that reflect motions, votes, actions taken, and key discussion points in accordance with legal and procedural requirements.
• Transcribe audio and video recordings of meetings into official minutes for review by the Town Clerk and incorporate revisions as directed.
• Maintain official minutes by ensuring proper retention and archival of records in accordance with records retention schedules and applicable laws into the designated recordkeeping system.
• Maintain electronic and physical filing systems by scanning, naming, and organizing records in SharePoint or other designated systems.
• Ensure compliance with Florida Sunshine Law, public meeting requirements, and public records laws as they relate to meeting documentation.
• Perform emergency response tasks and assignments as directed.
• Attend all assigned meetings and events.
• Performs other duties as assigned.
• (These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required.)

REQUIREMENTS:

Education, Certification, and Experience:

• High school diploma required. Associate's degree in Business Administration, Public Administration, Paralegal Studies, or related field preferred.
• One (1) to three (3) years of direct experience preparing official meeting minutes for governing bodies, boards, committees, or similar public or quasi-public entities required.
• Experience in a municipal or public sector environment, or in preparing official meeting minutes, highly preferred.

Knowledge, Skills, and Abilities:

Knowledge:

• Knowledge of office administration practices and procedures.
• Knowledge of public records laws, Sunshine Law, and open government principles (preferred).
• Knowledge of records retention requirements and document management practices.
• Familiarity with meeting procedures, parliamentary processes, and agenda formats (preferred).
• Proficiency in Microsoft Office applications and document management systems.
• Knowledge of audio recording and transcription practices.

Skills:

• Highly skilled in attention to detail and producing documentation in an organized, thorough, timely and accurate manner.
• Skill in accurately listening, documenting, and summarizing discussions into clear written minutes.
• Strong grammar, spelling, proofreading, and written communication skills.
• Strong organizational skills to manage multiple meetings, deadlines, and document workflows.
• Skill in maintaining attention to detail and a high level of accuracy.
• Skill in professional verbal and written communication with elected officials, staff, and the public.
• Skill in using office equipment, computers, and software for document creation and management.

Abilities:

• Ability to work independently and manage competing deadlines.
• Ability to handle sensitive information with discretion and professionalism.
• Ability to establish and maintain effective working relationships with supervisors, co-workers, board members, and the public.
• Ability to attend evening meetings as required and maintain a flexible work schedule.
• Ability to learn and apply applicable laws, policies, and procedures related to public meetings and records.
• Ability to adapt to changing priorities and urgent requests, including during emergency responses.
• Ability to produce minutes in a timely manner. Minutes should be produced back to the Town within two (2) to four (4) calendar days dependent on the length and complexity of the meeting.

Physical Requirements:

• Task involves some physical effort in standing, bending, stooping, stretching and walking, or frequent moderate lifting (20 pounds); and standard dexterity in the use of fingers, limbs, or body in the operation of shop or office equipment.
• Task involves prolonged periods of working at a desk utilizing a computer and keyboard.

Environmental Requirements:

• Task is regularly performed without exposure to adverse environmental conditions unless as assigned under emergency conditions.

Sensory Requirements:

• Task requires sound perception and discrimination.
• Task requires visual perception and discrimination.
• Task requires oral communications ability.

The Town of Fort Myers Beach is an Equal Opportunity Employer and Drug Free Workplace.