Municipal Records Specialist

General Description

This position provides administrative support to the City Clerk’s office. Work is performed under general supervision.

This position is non-exempt. Fair Labor Standards Act overtime provisions will apply.

Per Florida Statute 295.065, certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and that certain servicemembers may be eligible to receive waivers for postsecondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled.

Primary Duties

• Greets visitors and responds to customers at front desk. Serves as the point of contact for and processes public records and lien search requests while complying with state law and following applicable policies and procedures.
• Provides records and information in response to internal records requests.
• Serves as the Department Records Coordinator within the city-wide records program.
• Assists the City Clerk in the research and retrieval of official records within the City’s document imaging system, for citizens and staff upon request and in compliance with State Statutes.
• Responsible for cemetery records and sales. Assists with purchase of cemetery spaces. Arranges visits to choose a burial site. Processes payment and manages sale of spaces. Manage database to track site availability. Prepares deeds of the cemetery space after purchase to indicate ownership. Mails deeds. Manages the process of re-selling spaces back to the city. Follows-up with the funeral homes to confirm the installation of the vault and funeral arrangements.
• Orders department supplies.
• Collects, processes, and deposits daily cash receipts.
• Matches receipts to invoices when processing invoices for payment, reconciles statements, verifies, and clears balances due, resolves related issues, and communicates with vendor and buyers as needed. Generates and reconciles month end closing reports. Processes payments made through the City Clerk office. Maintains the petty cash draw ensuring it is balanced.
• Processes monthly invoice statements, electronic purchase order system, and department reports.
• Provides exceptional service to internal and external customers and receives and responds to inquiries, requests for assistance, concerns, and complaints in areas of responsibility.
• Notarizes legal documents for the City.
• Distributes mail at City Hall.
• Maintains postage meter and department copier, as well as training other departments as necessary. Arranges for maintenance and repairs.
• Provides clerical and administrative support to include screening and transferring phone calls, maintaining calendar appointments, faxing, mailing, copying, preparing forms/ correspondence, and creating reports and presentations as required or requested. Creates spreadsheets and enters information in database.
• Performs other duties as assigned.

Minimum Qualifications

• High school diploma or GED.
• Three (3) years of progressively responsible government experience, preferably in a Municipal Clerk’s office.
• One (1) year of experience in related public records compliance preferred.
• Florida Notary Public, or obtain within six (6) months from the date of employment.
• Valid Florida Driver’s license (Class E).

In some cases, an equivalent combination of higher education and experience may be considered, provided that the education and experience is in a relevant and related field.

Essential Physical Functions & Environmental Conditions

Physical Demands

• Sedentary work involving standing or walking for brief periods.
• Exerts up to twenty-five (25) pounds of force on a regular basis.
• Operates office equipment requiring moderate dexterity.
• Requires normal visual acuity and field of vision, hearing and speech.

Work Environment

Works inside in an environmentally controlled space. The position is exposed to no unusual environmental hazards.

The City of Clermont is an Equal Opportunity Employer. The Americans with Disabilities Act requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss potential accommodations with management.

To perform this job successfully, an individual must be able to perform all of the essential job functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein.Job functions described are not to be construed as a complete statement of all duties performed. Employees may be assigned additional duties by management as deemed necessary. Duties not contained herein may be considered essential to performing this job successfully, just as though they were included in this job description.

The City of Clermont has the right to revise this job description at any time. This description does not represent in any way a contract of employment.