Assistant City Clerk

City of Sunny Isles Beach    Sunny Isles Beach, FL
Job Description
Position Summary:The purpose of this position is to perform a variety of complex professional work under general direction, in a typical office setting, in assisting the City Clerk in developing, planning, organizing, overseeing, and managing the City Clerk s Office.
Position Scope:
This is a management support position.

Illustrative Examples of Essential Duties: This is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent may be required to perform all duties listed, and may be required to perform additional, position-specific tasks.
  • Assists the City Clerk in responding promptly to requests from the Mayor and City Commissioners, City Staff and the public for information and public records. Assists the City Clerk in drafting Resolutions for various departments. Prepares draft agendas and attends Agenda Review Meetings. Collects agenda documents, reviews for content, puts them in order, and assigns item numbers, for ease of use.
  • Assists the City Clerk in preparing final City Commission meeting agenda and agenda packages. Prepares agenda log of Commission meeting items.
  • Copies agendas and packages; distributes to interested parties. Distributes agendas, handouts, and etc. five days prior to meeting. Prepares handouts for City Commission meetings.
  • Sets up Commission Chambers for City Commission meetings. Prepares skeletal summary minutes for the City Clerk s use at Commission meetings. Prepares public notices for Special City Commission meetings, workshops, and public hearings. Forwards ads to newspapers, proofs ads and posts for community viewing. Meets publication deadline for newspapers to provide legal public notice.
  • Prepares adopted resolutions and ordinances for execution by writing in the appropriate number, who moved and seconded, and the voting results. Presents resolutions, ordinances and contracts within twenty-four hours to the City Clerk for signature.
  • Updates several logs listing resolutions, zoning resolutions and ordinances. Prepares/types memoranda, letters and resolutions for the City Clerk. Updates lobbyists data and sends out letters for registration and collection of fees.
  • Forwards zoning resolutions and ordinances to the Miami-Dade County Property Appraiser s Office.
  • Files and updates calendar. Transcribes excerpts from City Commission meeting minutes when necessary. Schedules meetings in the computer calendar for the Conference Room and Commission Chambers. Certifies public documents when needed for distribution. Emails notices, calendars and agendas to recipient lists.
  • Attends meetings and conferences; attends City Commission and staff meetings as required; in the City Clerk s absence, represents the City Clerk s Office to the public on office finance and budget matters.
  • Identifies and/or recommends cost control measures in the delivery of all services and functions in his/her department and under his/her area of responsibility. Acts in the capacity of the City Clerk in his/her absence.
  • Performs other duties as assigned.

Knowledge, Skills and Abilities:
  • Comprehensive knowledge of office practices and procedures including filing and basic record keeping. Comprehensive knowledge of English usage, spelling, grammar, and punctuation. Good knowledge of business letter writing and typing formats. Good knowledge of basic mathematics. Knowledge of Florida Public Records laws.
  • Ability to communicate clearly and concisely, both orally and in writing; ability to establish and maintain effective working relationships with those contacted in the course of work; ability to organize and maintain accurate records and files. Ability to learn the operation, policies and procedures of the City and the department. Ability to perform complex research and accurately interpret State legislation and municipal ordinances. Ability to apply complex understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
  • Ability to perform tasks with frequent interruptions. Ability to learn and use legal documents, resolutions and protocols of City government. Organized, flexible, dependable, thorough attentiveness to accurate detail, and work with others effectively.
  • Comprehensive skills in the use of computer word processing required and knowledge of Microsoft Word, Excel, Outlook; ability to use a transcriber and a calculator desirable.

Minimum Requirements:
Education & Experience:Associate s Degree in Public Administration, Political Science, English or Business from a two-year college or technical school supplemented by three (3) years experience in an office environment as an Executive Secretary, Agenda Coordinator or Administrative Assistant; prior work experience in a municipal clerk s office preferred; or any acceptable related combination of education and experience.
License and/or Certifications:
  • Eligible for State of Florida Notary Public.
  • Records Management Certification desirable;
  • Certified Municipal Clerk (CMC) designation preferred or ability to obtain designation within three (3) years of hire.

Physical Requirements:
The essential job functions of this position will require the employee to perform the following physical activities.Employee accommodations for physical or mental disabilities will be considered on a case-by-case basis.
On a continuous basis, sit at desk and/or stand for long periods of time.Frequently required to walk. Frequently required to see, hear and talk with employees and the public. Frequently required to read and/or present documents, write or use keyboard to communicate through written means.On occasion required to climb or balance, stoop, kneel, crouch, taste, or smell. Intermittently twist and reach office equipment; on occasion lift or carry weight of 10 to 30 pounds.Specific vision requirements include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Additional Information:
  • One (1) year probationary period.
  • Once obtained, it is responsibility of incumbent to maintain all licenses and/or certifications as a job requirement.

Wed, 19 Feb 2020 01:44:28 GMT

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