Job Description

Deputy City Clerk/Executive Assistant to the City Manager

City of Lake Alfred, FL

$50,437

Direct Hire

GENERAL DESCRIPTION: Performs a variety of highly responsible, confidential, skilled, professional, and complex administrative and executive support-related tasks in relieving the City Clerk and City Manager of delegated administrative tasks while using independent judgment. Assists with all aspects of the General Services Department’s operations. Acts as City Clerk in the absence of the City Clerk. Required to attend and perform clerk duties for numerous meetings including, but not limited to evening meetings. An employee in this position works with minimal instruction or supervision. Work is subject to general direction and review from the City Clerk and City Manager. Additional duties as the Executive Assistant include advanced executive administrative work supporting the City Manager. Work entails the exercise of considerable independent judgment, initiative, and discretion in performing daily activities and in receiving and processing calls and digital communications.

ESSENTIAL JOB FUNCTIONS:

Deputy City Clerk duties:

• Serves as Clerk to various boards and committees as assigned by the City Clerk.
• Management of the City’s assigned various boards and committees by attending meetings, preparing minutes, welcome packets, and maintaining the current rosters, term limits schedule, and required filings by state law.
• Responsible for maintaining the City records such as ordinances, resolutions, proclamations, contracts, agreements, leases, deeds, meeting minutes, codification, general correspondence, etc. and maintains all records in a complete, orderly, and accessible manner.
• Attest to all official documents of the City in the absence of the City Clerk.
• Conducts research and drafts agendas, agenda items, proclamations, resolutions, and ordinances as assigned.
• Responsible for all records management duties, both hard copy and electronic (Laserfiche), to ensure the proper retention, retrieval, and destruction of the records according to all federal, state, and local requirements.
• Answers and produces internal and public inquiries regarding City records.
• Records documents in the Polk County Clerk of Courts for various departments and distributes the recorded copies appropriately.
• Prepares and transmits legal notices/advertisements to the appropriate entities within the deadlines per Florida Statutes.
• Assists the City Clerk in maintaining the City’s website and marquee.
• Operates various office equipment, including a computer, printer, facsimile, copier, telephone, and digital recording equipment.
• Attends all regular and special meetings of the City Commission, when requested, and prepares the minutes in the absence of or at the direction of the City Clerk.
• Assists the City Clerk in all aspects of the administration of the Municipal Elections in conjunction with the Supervisor of Elections Office. Provides notary services for City documents. May be required to work overtime or alternate hours as necessary for the efficient operation of the department.
• Required in-office attendance.

Executive Assistant duties:

• Receives and screens calls and visitors for the City Manager and ascertains the nature of their business; directs either to City Manager or, where feasible, to other appropriate authority for disposition.
• Maintains the City Manager’s calendar and email inbox, filtering correspondence and responding/forwarding minor inquiries while queuing major correspondence for the City Manager’s attention.
• Supervises and maintains files and records of the City Manager's office.
• Prepares special reports from source material in files, including confidential material.
• Maintains various records on office activities pertaining to purchasing, travel, and related activities.
• Receives complaints from callers by phone; deals with minor problems and refers others to appropriate City Department Heads.
• Attends meetings and prepares written minutes upon request.
• May be required to work alternate hours as necessary for the efficient operation of the department.
• Required in-office attendance.

QUALIFICATIONS (EDUCATION, TRAINING, & EXPERIENCE):

• Associate degree from an accredited college or university.
• Five (5) years of experience performing high-level clerical and administrative duties in support of a high-level manager or executive
• An equivalent combination of education, training, and experience that provides the knowledge, skills, abilities, and other competencies necessary for success in the target position may be considered.

SPECIAL REQUIREMENTS:

• Must possess a valid Florida driver’s license.
• Must maintain a valid telephone number.
• Florida Notary must be attainable within one (1) year of employment.
• Certification from the International Institute of Municipal Clerks as a CMC within four (4) years of employment, which will require annual attendance at conferences away from home.

KNOWLEDGE, SKILL, AND ABILITIES:

• Knowledge of municipal code, City charter, and intergovernmental relations.
• Knowledge of election laws and procedures.
• Knowledge of records management laws and procedures.
• Basic knowledge of Excel and PowerPoint.
• Intermediate knowledge of Microsoft Word and Outlook.
• Thorough knowledge of business English, spelling, punctuation, grammar, and arithmetic.
• Thorough knowledge of modern office practices and procedures and the use of office machines and equipment.
• Skill transcribing from recorded material.
• Ability to learn and correctly apply knowledge related to FS Chapter 119 – The Sunshine Law.
• Ability to learn City operations and organization and make moderately complex decisions in accordance with established City and departmental policies and procedures.
• Ability to maintain administrative, fiscal, and general records, prepare reports, and answer questions from records.
• Ability to compose correspondence and perform routine office management details without direct supervision.
• Ability to proofread text and data to provide accurate information.
• Ability to act in confidence while handling sensitive information with discretion and discernment.
• Ability to think critically, learn, and to anticipate needs and to be proactive in the fulfillment of duties with a high degree of independence.
• Ability to take direct feedback and to implement changes in a professional manner.
• Ability to establish and maintain effective working relationships with supervising personnel, co-workers, subordinates, other City employees, , civic organizations, and the general public.

WORKING ENVIRONMENT/PHYSICAL REQUIREMENTS:

• Requires sedentary work that involves walking or standing some of the time, exerting up to 10 pounds of force regularly, and routine keyboard operations.
• Occasionally lift record boxes weighing 25 lbs. and move tables or chairs.
• The job risks exposure to no significant environmental hazards; bright/dim light.
• The job requires normal visual acuity, field of vision, hearing, speaking, color perception, sense of taste, sense of smell, depth perception, and texture perception.

IND3

Job Tags

Similar Jobs