Assistant Village Clerk

General Purpose:

Performs specialized clerical work for the Office of the Village Clerk. Assist the Village Clerk in developing, planning, organizing, and managing the Village Clerk’s Office. Work is performed under the administrative direction of the Village Clerk.

Essential Duties and Responsibilities:

• Performs advanced secretarial, administrative, and clerical duties on a daily basis, as directed by the Village Clerk.
• Provides varying constituent services to North Bay Village stakeholders.
• Responsible for all Village Boards and Committee meetings by advertising, recording meetings, tracking attendance, preparation, and distribution of meeting agendas and minutes.
• Responsible for managing the NBV website calendar and LED message boards.
• Assists the Village Clerk with follow-up after Board and Committee meetings to ensure that any approved official documents have been received from staff and properly executed and distributed.
• Coordinates annual Advisory Board Ethics training and new member orientation training, as needed.
• Prepares standard sign-in, voting record, and other forms for use during Village meetings.
• Advises the Village Clerk of Board and Committee vacancies and assists with the advertising to fill seat openings. Distribute, accept, and process Board and Committee applications. Prepares and distributes informational packages to newly appointed members.
• Prepares Commission Chambers before in-person meetings and assists with virtual meeting streaming software and audio and video recording equipment at public meetings and workshops.
• Attends Commission meetings/workshops (often at night), and other public meetings; Functions as requested.
• Assists the Village Clerk and other departments with the enhancement and implementation of a comprehensive Village records management program, pursuant to state records schedules.
• Processes responses to public records requests and maintains the record of such requests.
• Assists with the processing and preparation of lien search requests.
• Assists in the preparation of legal advertisements and public notification for public meetings; notarize documents and certify copies in the absence of the Village Clerk.
• Develops, produces, and distributes a variety of information and marketing materials, such as Village educational materials and videos, internal and external newsletters, and communications provided to new residents and business owners.
• Create content for both print and Web including information for the Village website.
• Assists with the planning, coordination, and hosting of various community events.
• Performs a variety of complex analytical, report writing, and record keeping and works with staff to devise the most efficient and effective methods of accomplishing the work of the Village government.
• Initiates and performs direct research and special studies and projects in needed areas, as assigned.
• Handles routine interoffice forms and composes letters for the Village Clerk’s signature
• Assists Village Clerk with the preparation of the Commission Chambers and other meeting rooms/venues for all official public meetings.
• Performs other office-related clerical duties by scanning, logging, and filing documents.
• Assists in the preparation of the Commission electronic agenda packets, Village Boards, and Advisory Committee agendas and minutes, as well as the posting of legal notices.
• Post items to the Village website as needed.
• Maintain and update all public meeting notices on the Village website.
• Performs any other duties as assigned by the Village Clerk.

Required Knowledge, Skills, and Abilities:

• Considerable knowledge of governmental law and documents such as the Village Charter, Code of Ordinances, policies, and procedures.
• Working knowledge of legal requirements, rules of order, and procedures of Village Commission meetings.
• Working knowledge of the principles and practices of modern public administration.
• Working knowledge of research methods and techniques and methods of report presentation.
• Considerable knowledge of the use of computers for varied applications.
• Ability to accurately record and maintain records.
• Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials and the public.
• Ability to communicate effectively verbally and in writing.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to write clear and concise reports, memoranda, directives and letters.
• Ability to exercise judgment and initiative in the performance of work.
• Must be able to work independently.

Desired Minimum Qualifications:

• Associate (A.A.) Degree in Public Administration, Business, Political Science, English or a related field.
• Two (2) years of administrative experience working with an elected governmental body, highly preferred.
• Certified Municipal Clerk (CMC) designation (through the International Institute of Municipal Clerks) or ability to obtain within (2) years of employment.
• Notary Public of the State of Florida or ability to obtain within six (6) months of employment.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands and fingers, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk.
• The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.
• Sits for long periods; may walk, stand, bend, stoop, reach, climb, carry, and lift for varying periods. Requires continuous and repetitive arm-hand-eye movement.
• Lifting: This may involve lifting and carrying up to 25 pounds for short periods of time.
• Vision and hearing: Must have visual acuity to see and read paper and electronic documents; must be able to answer telephones, communicate conversation, and respond to verbal inquiries.

Tools and Equipment Utilized:

• Microsoft Office
• Granicus Peak Agenda Management Software
• Dropbox
• Easy Vote
• Laserfiche

Job Type: Full-time

Pay: $59,491.35 - $79,724.25 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• North Bay Village, FL 33141: Relocate before starting work (Required)

Work Location: In person