Deputy City Clerk

<strong>Inframark is an independent, American-owned company widely recognized as a leader in Water Infrastructure Operations and Infrastructure Management Services.</strong><br /><br /><strong>Our mission is to be the partner and protector of the most critical resource that helps communities prosper.</strong>

Westlake, FL

Inframark, LLC

<strong><strong><strong><strong>At Inframark, we know our success depends on the dedicated people that deliver our services and support the communities we serve every single day.&nbsp; We&rsquo;ve worked hard to build an engaging culture that creates meaningful careers and enables our people to thrive.<br /><br />Watch <a href="https://www.youtube.com/watch?v=hBs73k66cvs&amp;t=4s" target="_blank" rel="noopener noreferrer">Inframark on Military Makeover</a>&nbsp;and learn about our commitment to hiring veterans!&nbsp;<br /><br /><br />All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.<br /><br />More Details Can Be Found Here: <br /><a href="http://www.myinframarkbenefits.com/EEO_statement_and_California_Privacy_Disclosure.pdf" target="_blank" rel="noopener noreferrer">EEO_statement_and_California_Privacy_Disclosure.pdf&nbsp;</a><br /></strong></strong></strong></strong> https://www.inframark.com/

keywords: job purpose,assist,management,administration,legal,planning,process management,operations,communication,support,reporting,compliance,pure partnership,safety,experience,knowledge,license,process management,operations,education,management,administration,write

Exempt Full-Time

Competitive Salary and Benefits

Overview: <p>The position requires specialized clerical work in the Office of the City Clerk. An employee in this class serves as the assistant to the City Clerk in the day-to-day operations of the City Clerk&rsquo;s department. The employee is responsible for all activities of the City Clerk's Office in the absence of the City Clerk. The duties include assisting in the overall proceedings of the City Council and production and safekeeping of all records pertaining thereto. The scope and responsibilities of this employee is reviewed by the City Clerk.</p>
Responsibilities: <ul> <li>Acts as Assistant to the City Clerk; Assists City Clerk with public notice for all meetings subject to the Sunshine Law and prepares legal advertisements/notices as necessary.</li> <li>Assists in the preparation and distribution of agenda materials and minutes for all regular/special sessions of the City Council and other board and committee meetings as deemed appropriate.</li> <li>Attends and serves as recording secretary for Council meetings and other board meetings as needed.</li> <li>Responsible for scanning official documents and records into the City&rsquo;s record management system.</li> <li>Assists in planning work involved in maintaining official City documents and records including preparation and review of ordinances and resolutions.</li> <li>Receives inquiries from the public by letter, telephone call, or in person and furnishes information, municipal laws, and official records as required under the supervision of the City Clerk.</li> <li>Assists in formulating records and minutes of City Boards and Committees.</li> <li>Provides support to the City Clerk in the preparation of correspondence, mail, telephone calls, e-mails, conference registration and travel arrangements for the City Council.</li> <li>Screens visitors and answers telephone calls for the department.</li> <li>Performs a variety of essential record keeping duties, maintains filing systems and department record keeping.</li> <li>Operates various office equipment including computer, printer, copy machine, telephone system, facsimile machine, calculator, etc</li> </ul> <br /><strong>ADDITIONAL JOB FUNCTIONS</strong><br /> <ul> <li>Attests by signing all legal papers and records them appropriately in the absence of the City Clerk.</li> <li>Serves in the absence of the City Clerk, at all meetings and in all transactions of the City Council.</li> <li>May administer oaths required by law or ordinance of the City.</li> <li>Performs related duties as required.</li> </ul> <br /><strong>KNOWLEDGE, SKILLS AND ABILITIES</strong><br /><br /><strong>Knowledge of:</strong><br /><br /> <ul> <li>Pertinent laws and procedures; State Statutes; City Codes; Election Laws.</li> <li>Clerical and administrative work while maintaining a high degree of confidentiality commensurate with duties and responsibilities of the City Clerk department.</li> <li>Basic office equipment e.g. computers, printers, copy machines, scanners, telephone systems, calculators, facsimile machines, etc. including windows-based computers, their use and application.</li> <li>Functions and operations of department activities; Principles and techniques of customer service skills. Ability to:</li> <li>Use good judgment in making decisions in conformance with laws, regulations, and policies.</li> <li>Understand and follow oral and written instructions; express ideas accurately, clearly and effectively.</li> <li>Write legibly, keep records and prepare reports.</li> <li>Access, operate and maintain various software applications.</li> <li>Work under stressful conditions, make independent judgments in non-routine situations, effectively handle unforeseen situations thoughtfully and effectively in an extemporaneous fashion.</li> <li>Productively work remotely.</li> </ul> <ul> <li>Acts as Assistant to the City Clerk; Assists City Clerk with public notice for all meetings subject to the Sunshine Law and prepares legal advertisements/notices as necessary.</li> <li>Assists in the preparation and distribution of agenda materials and minutes for all regular/special sessions of the City Council and other board and committee meetings as deemed appropriate.</li> <li>Attends and serves as recording secretary for Council meetings and other board meetings as needed.</li> <li>Responsible for scanning official documents and records into the City&rsquo;s record management system.</li> <li>Assists in planning work involved in maintaining official City documents and records including preparation and review of ordinances and resolutions.</li> <li>Receives inquiries from the public by letter, telephone call, or in person and furnishes information, municipal laws, and official records as required under the supervision of the City Clerk.</li> <li>Assists in formulating records and minutes of City Boards and Committees.</li> <li>Provides support to the City Clerk in the preparation of correspondence, mail, telephone calls, e-mails, conference registration and travel arrangements for the City Council.</li> <li>Screens visitors and answers telephone calls for the department.</li> <li>Performs a variety of essential record keeping duties, maintains filing systems and department record keeping.</li> <li>Operates various office equipment including computer, printer, copy machine, telephone system, facsimile machine, calculator, etc.</li> </ul>
Requirements: <strong>KNOWLEDGE, SKILLS AND ABILITIES</strong><br /><br />Knowledge of:<br /><br /> <ul> <li>Pertinent laws and procedures; State Statutes; City Codes; Election Laws.</li> <li>Clerical and administrative work while maintaining a high degree of confidentiality commensurate with duties and responsibilities of the City Clerk department.</li> <li>Basic office equipment e.g. computers, printers, copy machines, scanners, telephone systems, calculators, facsimile machines, etc. including windows-based computers, their use and application.</li> <li>Functions and operations of department activities; Principles and techniques of customer service skills. Ability to:</li> <li>Use good judgment in making decisions in conformance with laws, regulations, and policies.</li> <li>Understand and follow oral and written instructions; express ideas accurately, clearly and effectively.</li> <li>Write legibly, keep records and prepare reports.</li> <li>Access, operate and maintain various software applications.</li> <li>Work under stressful conditions, make independent judgments in non-routine situations, effectively handle unforeseen situations thoughtfully and effectively in an extemporaneous fashion.</li> <li>Productively work remotely.</li> </ul> <br /><strong>MINIMUM EXPERIENCE AND TRAINING:</strong><br /> <ul> <li>Completion of a two-year college curriculum with an Associate&rsquo;s Degree in Public Administration, Business Administration or closely related field.</li> <li>Four (4) years of experience performing administrative support functions; or an equivalent combination of education, training and experience.</li> <li>Must possess and maintain valid Florida driver&rsquo;s license.</li> <li>Proficient in MS Office (Word, Excel, PowerPoint, Outlook).</li> <li>Working experience with creating and remediating Microsoft Word, Excel, and PDF documents for ADA Compliance.</li> <li>Working experience with agenda management, public meeting scheduling and records management software.</li> <li>Working experience with virtual meeting platforms such as Cisco WebEx Video.</li> <li>Certified Municipal Clerk (CMC) designation with substantial direct experience in municipal government or related entity (must obtain within three (3) years of hire).</li> <li>Records Management Certification (CRM) or direct experience working with files and records.</li> </ul>