Records and Legislative Services Administrator

City-of-Naples,-Fl; Naples (FL); On-site; USD 76,000 - 118,000; Full time

Job summary

The City Clerk's Office in Naples seeks a Records and Legislative Services Administrator to perform advanced administrative, legislative, official records tasks including processing and archiving City Council legislation, composing minutes, and managing appointments and records retention. Strong attention to detail and confidentiality are essential.

The role requires independent judgment, legal/document review skills, and coordination with the City Attorney's Office on ordinances, contracts, and

Qualifications

• Associate's degree in Business Management, Public Administration, Business Administration, Legal Studies, Records Management, Paralegal Science, or a closely related field, supplemented by progressively responsible experience in administrative support work; or equivalent.

Responsibilities

• Reviews, edits, processes, tracks, finalizes, and maintains ordinances, resolutions, contracts, and other official City records.
• Maintains legislative tracking systems, records databases, and related systems.
• Coordinates with City Attorney's Office regarding ordinances, contracts, and public records matters.
• Compiles and edits City Council minutes and records proceedings.
• Supports appointment processes, prepares agendas, and maintains attendance databases.

Education

Associate's degree in Business/Public Administration or related field

Certified Municipal Clerk designation (preferred)

Job description

The salary range for this position is $76,052 to $117,882 annually. Newly hired candidates are typically appointed at or near the minimum of the range, based on qualifications and experience.

PURPOSE OF CLASSIFICATION

The purpose of this classification is to perform advanced administrative, legislative, official records, public records, and official document functions of the City Clerk's Office. The Records and Legislative Services Administrator works closely with and reports directly to the City Clerk and Chief Deputy City Clerk. Work includes processing and archiving City Council legislation and related agreements, contracts, legal notices, exhibits, and attachments; composing and reviewing City Council minutes; managing advisory board and committee members’ terms and process appointments; performing historical records researches; reviewing complex public records requests, researching and responding to requestors; and supporting compliance with Florida Public Records Law, Sunshine Law, records retention requirements, and municipal legislative procedures.

Work requires a high level of accuracy, confidentiality, independent judgment, legal and technical document review skills, attention to detail, and the ability to understand and apply laws, policies, procedures, and administrative requirements.

The following duties are normal for this position. Omission of a specific duty does not exclude it if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Reviews, edits, processes, tracks, finalizes, and maintains ordinances, resolutions, proclamations, contracts, agreements, legal notices, deeds, easements, supporting documents, exhibits, attachments, and other official City records for completeness, accuracy, proper formatting, routing, execution, recording, indexing, and retention.
• Maintains legislative tracking systems, document logs, indexing systems, records databases, and related systems used to monitor official City actions and documents.
• Coordinates with the City Attorney's Office regarding ordinances, resolutions, contracts, legal notices, public records exemptions, redactions, and other legal or legislative matters.
• Clerks board, committee, and City Council, meetings; records proceedings using applicable software programs; composes and edits minutes; verifies supporting documents, exhibits, and attachments for inclusion in the official record; and finalizes the official record of proceedings.
• Assists with the advisory board and committee appointment process; schedules interviews; prepares agenda memoranda; presents items to City Council; maintains member and attendance databases; communicates with applicants and members; orders appreciation plaques; prepares news releases for vacancies; facilitates the Sam Noe Award process; and reports to the Florida Commission on Ethics regarding financial disclosure statements.
• Assists with the review and coordination of complex public records requests, including requests involving multiple departments, extensive searches, confidential or exempt information, redactions, emails, and other sensitive records.
• Reviews responsive records for potential statutory exemptions and confidential information and coordinates with departments regarding redactions, exemptions, records searches, retention questions, records organization, document preservation, and response procedures.
• Prepares correspondence, memoranda, reports, notices, certifications, acknowledgments, and other documents related to legislative services, official records, and public records requests.
• Performs historical records research; assists with records management projects, including scanning, indexing, electronic records organization, retention compliance, destruction requests, archival preservation, and records retrieval; and assists with the recording of documents in the official records of the County, as applicable.
• Provides technical assistance and guidance to City departments regarding legislative document processing, public records procedures, records retention, and official records requirements.
• Responds to concerns and requests from citizens and visitors, provides information on policies and procedures, directs inquiries to appropriate departments, and communicates with the public, City departments, outside agencies, and other stakeholders regarding matters involving the mission of the City Clerk's Office.
• Maintains confidentiality of sensitive records, legal matters, personnel information, exempt records, litigation materials, and other confidential or protected information.

ADDITIONAL FUNCTIONS

• Performs other related duties as required.

MINIMUM QUALIFICATIONS

• Associate's degree in Business Management, Public Administration, Business Administration, Legal Studies, Records Management, Paralegal Science, or a closely related field, supplemented by progressively responsible experience in administrative support work demonstrating excellent written communication, organizational, legislative, records, public records, or legal document review skills, preferably in a governmental agency or municipal environment; or any equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this position.

• Certified Municipal Clerk designation, paralegal certificate, records management certification, or related professional certification is preferred.

• Municipal, City Clerk's Office, City Attorney's Office, public records, or paralegal experience is preferred. Must serve or be able to serve as a Notary Public.

• Possession and maintenance of a valid Florida driver's license, class E, and a driving record that meets or exceeds minimum City driving standards is preferred.

PERFORMANCE APTITUDES

PERFORMANCE APTITUDES
Data Utilization:Requires the ability to evaluate, audit, deduce, and assess data using established criteria, including exercising discretion in determining actual or probable consequences and selecting appropriate alternatives.
Human Interaction:Requires the ability to apply principles of persuasion and influence over others in coordinating activities, projects, programs, or designated areas of responsibility.
Equipment, Machinery, Tools, and Materials Utilization:Requires the ability to operate, maneuver, and control equipment, machinery, tools and materials used in performing essential functions, including agenda, document, records, public records, and office software systems.
Verbal Aptitude:Requires the ability to use a wide variety of reference, descriptive, advisory, legal, technical, and design data and information.
Mathematical Aptitude:Requires the ability to perform addition, subtraction, multiplication, and division; calculate decimals and percentages; use principles of fractions; and interpret graphs.
Functional Reasoning:Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment in applying facts and principles to develop approaches and techniques to resolve problems.
Situational Reasoning:Requires the ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability:Tasks require the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing, or pulling of light objects and materials, generally five to ten pounds. Tasks may involve extended periods at a keyboard or workstation.

Sensory Requirements:Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors:Essential functions are regularly performed without exposure to adverse environmental conditions.