Assistant To City Manager/City Clerk

Assistant to City Manager/City Clerk

DEPARTMENT: Clerk/Finance

Division: Clerk

GENERAL DESCRIPTION:

This position provides administrative assistance to the City Clerk – Manager. This position is responsible for carrying out the programs and activities of the City Clerk; drafts and finalizes City Council agenda, minutes and follow ups; implements the City’s records management program; and performs related duties as assigned. This position reports directly to and performs work under general supervision of the City Clerk - Manager. Work assignments are received orally and in writing, and are performed with considerable latitude and independence in judgment and decision making within established policies, procedures, rules, regulations, laws and guidelines.

ESSENTIAL JOB FUNCTIONS:

• Drafts and finalizes City Council meeting agendas; coordinates assembly and distribution of agenda packets to Council, City Manager, City Attorney, City departments, and any interested members of the public.
• Arranges for official publication and postings of notices regarding City Council meetings.
• Prepares meeting minutes and meeting transcripts upon request; prepares and distributes follow ups on Council actions and directions to staff.
• Distributes and files documents following Council action.
• Finalizes resolutions, ordinances, and minutes in preparation for the Mayor's signature.
• Updates Code of Ordinance book annually.
• Attends City Council and Code Enforcement meetings.
• Files and records City liens with Polk County.
• Assists in conducting City elections; performs pre-election support functions including ordering candidate forms and materials, assembling packets and instructions to candidates and verifying residency and candidate requirements; provides information to candidates and the public on election and candidacy requirements and procedures.
• Administers the City's Record Management Program; organizes and prepares Council and various committee agendas, minutes, resolutions and ordinances; archives and indexes records annually; provides information and access to City records to staff and the public.
• Provides backup support to City Council and other office administrative staff.

(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 marginal duties as required.)

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of the general functions of a municipal government.

Knowledge of standard office administrative practices and procedures.

Ability to operate a computer and standard office equipment.

Ability to organize work, set priorities, meet critical deadlines and follow up on work assignment with minimum supervision.

Ability to prepare clear, concise and complete meeting documentation and other written correspondence and reports.

Ability to establish and maintain effective working relationships with City staff, elected officials, the media and the public.

Ability to exercise tact and diplomacy in interpersonal dealings which are difficult, highly sensitive and confidential.

EDUCATION AND EXPERIENCE:

High school diploma or equivalent certificate of competency

Responsible administrative experience involving the development and maintenance of detailed and complex records and legal documents, preferably in a governmental agency; or an equivalent combination of training and experience.

(A comparable amount of training, education or experience can be substituted for the minimum qualifications.)

LICENSES, CERTIFICATIONS OR REGISTRATIONS:

Valid Florida driver’s license.

ESSENTIAL PHYSICAL SKILLS:

Acceptable eyesight (with or without correction).

Ability to distinguish colors.

Acceptable hearing (with or without hearing aid).

Ability to communicate both orally and in writing.

Ability to exert physical effort in work which may involve lifting, carrying, pushing or pulling objects and materials of moderate weight (up to 50 lbs). Tasks may involve extended periods of time at a keyboard, work station, in a vehicle or exposed to the elements.

ESSENTIAL MENTAL SKILLS:

Ability to read and interpret data, information, and documents.

Ability to analyze and solve problems.

Ability to use math and mathematical reasoning.

Ability to observe, interpret situations, learn, and apply new information or skills.

Ability to work with constant interruptions and interact with City staff and other organizations.

ENVIRONMENTAL CONDITIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee regularly works under typical office conditions.

(Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.)

Job Type: Full-time

Pay: $15.00 - $17.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Administrative Experience: 2 years (Preferred)
• Microsoft Excel: 2 years (Preferred)

Work Location: In person