Assistant City Clerk (FL, Winter Garden)

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WORK OBJECTIVE

Under general direction, the Assistant City Clerk performs responsible and complex administrative work that supports the City Clerk in the effective and efficient management of the department within the boundaries established by Florida State Statutes, city charter, city code of ordinances, and budget guidelines. This position requires independent judgment that is subject to general review by the City Clerk and is responsible for assuming full City Clerk duties in the City Clerk?s absence.

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ESSENTIAL FUNCTIONS

• Assists in the preparation and distribution of City Commission meeting agenda packets.
• Accurately and independently transcribes minute records of all City Commission meetings, workshops, and special sessions.
• Coordinates and processes public records requests, including research, redaction and interdepartmental communications.
• Processes and maintains all city cemetery related records.
• Process all city code of ordinances amendments.
• Maintains resolution and ordinance indexes and updates boards/committee directories as needed.
• Schedules and notices Sunshine meetings/events and processes legal advertising for the City Clerk?s office.
• Attends City Commission daytime and evening sessions, or other meetings assigned by the City Clerk.
• Provides support to City Commission appointed advisory boards and committees.
• Assists the City Clerk with the administration of all municipal elections.
• Oversees records management processes, including archiving and records disposition.
• Generates and coordinates information for posting to the city?s web page.
• Prepares office supply orders and maintains adequate inventory to sustain operations.
• Respond accurately and timely to inquiries regarding outstanding fees due to the city.

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Other related duties include but are not all inclusive:

• Prepares proclamations and certificates.
• Arrange and schedules meetings.
• Prepares and transmit documents for recording with the Orange County Comptroller?s office.
• Compiles and prepares statistical reports.
• Receives and processes formal petitions.
• Attends to public inquiries by telephone, email, fax, and in person.
• Types correspondence as required by the City Clerk.
• Participates in the department?s budget process.
• Works collaboratively with the City Clerk to ensure dissemination of information in an accurate and timely manner.
• Safekeeping and recording of letters of credits and bonds.
• This position is appointed by and reports directly to the City Clerk.

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MINIMUM QUALIFICATIONS

• An Associate degree and ability to obtain the Certified Municipal Clerk (CMC) designation within time limit set by the department; five (5) years? responsible administrative and/or supervisory experience in a governmental environment; or an equivalent combination of education, Municipal Clerk training classes, and/or experience as an Assistant/Deputy Municipal Clerk.
• Must obtain Notary Public within time limit set by the department.
• Must possess and maintain a valid Florida driver?s license.

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KNOWLEDGE, SKILLS AND ABILITIES

• Thorough knowledge of recordkeeping practices and procedures, state records laws, electronic recordkeeping methods, and imaging technology.
• Maintains comprehensive, current knowledge of applicable laws/regulations and awareness of new advances in the profession.
• Builds and maintains positive relationships with diverse groups including all organizational levels, City supervisors and officials, and the public, while demonstrating professionalism, courtesy, and responsiveness.
• Extensive knowledge of personal computers and internet is essential, with computer skills testing required.
• Ability to take minutes and transcribe dictation using notes or dictating equipment.
• Skilled in reading, interpreting, transcribing, and composing complex correspondence, summaries and reports in a clear and concise manner.
• Strong attention to detail, customer service, follow-through, time management, prioritization, organization, and multi-tasking skills with the ability to effectively meet competing deadlines
• Exercises critical thinking skills and appropriate judgement.
• Able to work independently with minimal supervision and in a collaborative manner.
• Ability to type 65 wpm with accuracy and prepare concise correspondence, materials, and reports using proper formatting, grammar, spelling, punctuation, sentence structure, and proofreading.
• Ability to read, understand and interpret manuals, statutes, ordinances, policies and procedures, journals, newspapers, correspondence, and reports.
• Maintains and handles confidential and sensitive information requiring a high degree of discretion, diplomacy, and tact.

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WORKING ENVIRONMENT/CONDITIONS

• Work is mainly sedentary in nature, which may include frequent lifting, moving, pushing, and pulling light items up to 10 lbs. and occasional lifting, moving, pushing, and pulling of moderate to heavy objects up to 40 lbs.
• Work is performed in an office setting and involves intermittent sitting, standing, bending, stooping, crouching, reaching, and walking, with the potential for extended period of sitting and standing.
• Intermittent lifting, pushing, and pulling of light objects and moderately heavy objects up to 25 lbs.
• Requires visual and muscular dexterity and hand/eye coordination for extended periods, hearing sounds/communication, close vision, handling/grasping/fingering objects, and lifting/carrying objects.

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The City of Winter Garden is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Winter Garden provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.