Municipal Records Specialist

City of Clermont; Florida; On-site; USD 35,000 - 48,000; Full time

Job summary

City of Clermont is seeking an administrative support specialist for the City Clerk’s office. You will handle front-desk inquiries, assist with public records requests, and support cemetery record-keeping and sales.

You will process invoices, manage petty cash, and use JustFOIA for records requests. This role requires strong customer service, attention to detail, and the ability to work under general supervision in a municipal setting.

Qualifications

• Minimum high school diploma or GED required.
• Three years of progressively responsible government or clerical experience, preferably in a Municipal Clerk’s office.
• Florida Notary Public, or eligible to obtain within six months of employment.
• Valid Florida Driver’s license (Class E).

Responsibilities

• Welcome and assist visitors at the front desk, providing prompt customer service and directing inquiries.
• Serve as primary contact for lien search inquiries and process liens and public records requests.
• Provide attentive service to internal and external customers and handle inquiries and complaints professionally.
• Manage cemetery records and coordinate sale of burial spaces with field staff; prepare deeds and coordinate plot resales.
• Review receipts, reconcile invoices, manage petty cash, and assist with month-end closing and payments.
• Order and replenish departmental supplies and process daily cash receipts and payments.
• Process public record requests in JustFOIA and issue invoices to requestors.
• Provide notary services for City documents and manage mail room operations and related duties.
• Update department webpages to keep forms and links current.
• Perform other duties as assigned.

Job description

This position provides administrative support to the City Clerk’s office. Work is performed under general supervision.

This position is non-exempt. Fair Labor Standards Act overtime provisions will 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.

• Welcomes and assists visitors at the front desk, providing prompt and courteous customer service, including answering calls and directing inquiries.
• Serves as the primary point of contact for lien search inquiries and processes liens and public records requests in accordance with applicable laws policies and procedures.
• Delivers exceptional service to both internal and external customers by responding promptly and professionally to inquiries, requests for assistance, concerns, and complaints within assigned areas of responsibility.
• Responsible for cemetery records and coordinates the sale of burial spaces in collaboration with field staff.Assists individuals with selecting and purchasing cemetery plots by arranging site visits through the appropriate department. Processes payment and maintainsaccurate records in the cemetery software to track site availability. Prepares and mails cemetery deeds to confirm ownership.Coordinates the process for reselling plots back to the city. Communicates with the funeral homes to confirm vault installation and coordinates funeral arrangements.
• Reviews and matches receipts to corresponding invoices for accurate payment processing. Reconciles vendor statements, verifies account balances, verifies account balances, resolves discrepancies, and coordinates with vendors and buyers as necessary. Prepares and reconciles month-end closing reports. Processes payments issued through the City Clerk’s office. Maintains the petty cash drawer, ensuring accurate balance and documentation.
• Responsible for ordering and replenishment of departmental supplies to ensure consistent availability and operational efficiency.
• Collects, processes, and deposits daily cash receipts, to include public record request payments.
• Processes daily invoice statements, electronic purchase order and financial system, and budget reports.
• Inputs and routes public record requests to appropriate city departments for processing within JustFOIA software.
• Processes and issues invoices to requestors inside JustFOIA software for Public Record Requests.
• Provides exceptional service to internal and external customers and receives and responds to inquiries, requests for assistance, concerns, and complaints in areas of responsibility.
• Provides notary services for official City documents. Responsible for the mail room operations at City Hall including mail distribution, postage meter, ordering supplies, copier, room organization, reports, schedules maintenance and repairs, and trains departments on use of all mail room equipment.
• Updates department webpages on the City’s website to ensure information, forms, links, and resources remain accurate, current, and accessible to the public.
• Performs other duties as assigned.

• High school diploma or GED.
• Three (3) years of progressively responsible government, clerical, administrative, customer service, records, financial transaction processing, or related office experience experience, preferably in a Municipal Clerk’s office.
• Florida Notary Public, or obtain within six (6) months from the date of employment.
• Valid Florida Driver’s license (Class E).

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

• 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 speech.

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.