ASSISTANT CITY CLERK

Assistant City Clerk

General Statement of Job
Under limited supervision, this position provides high-level administrative support to the City Clerk. The role includes specialized clerical tasks, facilitation of official board proceedings, safekeeping of records, and ensuring compliance with State reporting requirements. This position requires professionalism, efficiency, and the ability to work collaboratively with the public, City staff, and elected officials.

Essential Functions:
Agenda Management:

Act as the primary agenda coordinator, collaborating with Department Directors and staff to prepare agenda materials in accordance with City Clerk protocol and City policies and procedures. Address inquiries related to the agenda publication process.

Assist in the creation and development of training materials related to agenda publication and assist employees in learning the agenda management system as needed.

Draft bi-monthly commission action summaries and prepare draft meeting minutes for final review, approval, and signature by the City Clerk.

Research and Records Management:
Facilitate the publication of legal advertisements, ensuring Public Hearings meet advertising standards and verifying proof of publications.

Assign proposed ordinance and resolution numbers for legislation for codification and ensure accurate retention of Official Documents in the City's record management systems.

Oversee the internal document log for agenda related signature documents, tracking submission, approval, signature workflow, and final distribution. Tag and prepare signature documents, in the e-signing software, monitor signing workflows, and ensure proper retention of all agenda-related materials.

Prepare official documents for recording with the Osceola County Clerk of the Courts and disseminate to staff as needed.

Records and Compliance:
Provide guidance on records retention guidelines and assist in overseeing the annual records disposition processes. Assist in preparing final disposition report for the City Clerk. Aid in performing final audit of all records.

Assign and manage public records requests, coordinating with departments, the City Attorney as needed, and requestors to ensure timely responses.

Generate invoices and track fee collection on records requests, ensuring timely payments and closure.

Conduct research on official and historical documents of the City for public and departmental requests as delegated.

Election and Administrative Support:
Assist the City Clerk in election preparations, including qualification week documentation, drafting election-related resolutions, and initiating necessary agenda items.

Maintain demographic records for all board members for the City Clerk's annual minority reporting. May assist in vetting incoming applicants for minimum requirements.

Contribute to the development of the annual division budget by gathering information on capital and operating expenses to meet division goals.

Minimum Education and Training
Associate's Degree in Business Administration, Public Administration, or related field - Bachelor's Degree preferred supplemented by (3) years progressively responsible experience in records management or maintaining official records and one (1) year of supervisory experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities. Possess or obtain within six (6) months from the date of employment a Florida Notary Public. Possess or obtain a Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) designation, within three (3) years from the date of employment. Must submit to, and pass, a fingerprint-based national criminal history record check and must be able to obtain, and recertify as required, the appropriate Criminal Justice Security Awareness training. Must possess a valid state of Florida driver's license and complete FEMA 100, 200, 300, 400, 700, and 800 Incident Command System certifications within 12 months of appointment to the job.

Skill Requirements:
Has thorough knowledge of the methods, procedures, and policies of the City as they pertain to the performance of duties of the position. Is knowledgeable in the laws, ordinances, standards, and regulations pertaining to the specific duties and responsibilities of the position. Has knowledge of Roberts Rules of Order. Has knowledge of official record keeping and retention.

Has thorough knowledge of proper English usage, vocabulary, spelling, and basic mathematics. Has comprehensive knowledge of the computer and other technical terminology used within the department; has skill in the use of computers data and word processing. Knows how to operate and maintain a variety of office equipment as necessary in the performance of daily activities.

Is skilled in applying responsible attention to detail as necessary in preparing reports and correspondence. Can read and interpret a variety of materials pertaining to the responsibilities of the job. Can analyze problems that arise on the job and prepare accurate, comprehensive, clear, and concise reports and recommendations. Can take the initiative to complete the duties of the position without the need for direct supervision.

Can use independent judgment in performing routine and non-routine tasks. Has the ability to plan, organize and prioritize daily assignments and work activities.

Has the ability to learn and utilize new skills and information to improve job performance and efficiency. Knows how to perform duties in a courteous manner and communicate effectively with a variety of public and private groups as prescribed. Has knowledge of the standard tools, materials, and practices of the industry. Has skill in the care and use of required tools and equipment. Can make minor repairs and adjustments to equipment. Has knowledge of the occupational hazards and safety precautions of the industry.

Physical Requirements:
Must be physically able to operate a variety of machines and equipment including a computer, camera, general office equipment, telephone, audio-visual equipment, etc. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

Sedentary work involves sitting most of the time but may involve walking or standing for periods of time. Must be able to lift and/or carry weights of up to twenty-five (25) pounds.

Responsibilities:
Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts.

Performs described Essential Functions and related assignments efficiently and effectively to produce quantity of work which consistently meets established standards and expectations.

Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards, and prescribed procedures.

Maintains accountability for assigned responsibilities in the technical, human, and conceptual areas.

Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate, and research issues, situations, and alternatives before exercising judgment.

Working Conditions:
The work environment for this position is generally an office setting.

Other:
It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described, and employees, at the discretion of the City, may be required to perform duties not within their job descriptions.

Type : INTERNAL & EXTERNAL

Posting Start : 07/25/2025

Posting End : 12/31/9999

HOURLY RATE RANGE: $25.51-$33.16