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Form of workJob Description
Executive Assistant (Deputy City Clerk)
Location: Clermont, FL (34711)
Wage: Hourly/ W2
Estimated Duration: 1-2 Months
Employee Type: Contractor
Employee Type: Contractor
Job Summary:
This position provides professional and complex administrative support duties for the City Clerk assuring adherence to City and department policies and procedures. This position must exercise a high degree of professionalism with the ability to work efficiently and effectively with the public, staff, and elected officials. Works independently under minimal supervision of the City Clerk.
Essential Job Functions:
- Responsible for assimilating, publishing, and distributing agenda development process for all City Council meetings, Charter Review Committee meetings, Community Redevelopment Agency (CRA) meetings, Budget Public Hearings, and related Special meetings and workshops.
- Coordinates and schedules the invocations for City Council meetings.
- Prepares, transcribes, and edits minutes of City Council meetings, workshops, special meetings, Budget Public Hearings, Community Redevelopment Agency (CRA), and Charter Review Committee meetings.
- Prepares and initiates agenda items and staff reports in agenda development software for City Council meetings, Charter Review Committee meetings, Community Redevelopment Agency (CRA) meetings, Budget Public Hearings, Special Meetings, and workshops.
- Attends meetings as the recording secretary to record and take minutes at the Charter Review Committee meetings.
- Attends meetings as the recording secretary to record and take minutes at City Council, Special Meetings, workshops, Community Redevelopment Agency (CRA), and Budget Public Hearings in the absence of the City Clerk.
- Manages the long-range agenda and corresponds with departments related to agenda items.
- Generates notices for sunshine meetings/events.
- Drafts, tracks, prepares, and formats ordinances, resolutions, proclamations, certificates, agreements, and contracts.
- Responsible for collecting all required signatures for legal documents once approved and disseminating them to the appropriate department.
- Prepares and transmits documents for recording with the Lake County Clerk of Courts office.
- Responsible for indexing of the issuance of resolution numbers, ordinance numbers, and meeting minutes.
- Responsible for documenting Council action on each agenda item.
- Responsible for Agenda Management process training and support to City staff in all City departments.
- Completes Financial Disclosure requirements to include notification letters to appointed and elected officials.
- Assists with projects as assigned by the City Clerk.
- Responsible for preparation and review of legal advertising for board appointments, ordinances, and resolutions for City Council and Planning and Zoning Commission meetings as necessary.
- Creates annual calendar of City Council meetings.
- Serves as the Garbage Franchise Coordinator responsible for processing and creating agreements and serves as a point of contact.
- Coordinates codification of City Code of Ordinances to include preparation of ordinances, publication, and updating all department codebooks with supplements.
- Prepares certified true copies as necessary.
- Prepares annual department budget entries into financial software in conjunction with the City Clerk.
- Prepares Election Qualifying packets to include updating all required forms.
- Serves as a Notary Public for City documents and stays current on legal requirements on actions of a notary.
- Coordinates system software updates for agenda development and digital recording.
- Prepares and compiles statistical and monthly reports.
- Ability to receive and process formal petitions.
- Works collaboratively with the City Clerk to ensure dissemination of information in an accurate and timely manner.
- Addresses public inquiries via telephone, electronic mail, facsimile, and in person.
- Maintains a comprehensive, current knowledge of applicable laws/regulations and awareness of new advances in the profession.
- Administers access to agenda management and elections software.
- Implements procedures and training on the agenda management and elections software.
- Serves as the liaison between the Clerk's Office and other departments in matters related to agenda items.
- Performs as the back-up to the City Clerk and performs duties of the City Clerk in the functions of authenticating official documents, attending Council Meetings, notarizing city documents, administration of oaths, election qualifying, and agenda management when absent or as directed.
- Acts as City Clerk in the absence of the City Clerk and assume authority for the administration and management of the Department.
- Performs other duties as assigned.
Minimum Education and Experience:
- Bachelor's Degree
- Five (5) years of related experience in local government, or legal office.
- Florida Notary Public or able to obtain within six (6) months from the date of employment.
- City of Clermont Deputy City Clerk Updated: 04/10/2023
- Certified Municipal Clerk designation preferred or the ability to obtain the designation within five (5) years from the date of employment.
- Valid Florida Class E Driver's license.
Physical Demands:
- Requires sedentary work involving standing or walking for brief periods.
- Exerts up to twenty-five (25) pounds of force regularly.
- Operates office equipment requiring moderate dexterity.
- Requires normal visual acuity and field of vision, hearing, and speaking abilities.
Work Environment:
Works inside in an environmentally controlled space. The position is exposed to no unusual environmental hazards.
