DEPUTY DISTRICT CLERK bei The Villages Community Development Districts

Do you thrive in an environment that is geared towards outstanding hospitality?  Do you have a passion for being innovative and creative?  Is hard work on your top list of ideals?  Are you a steward of your working environment?  Then read on…

The Villages Community Development Districts (The District) tops the list of community development districts that continues to grow in one of the most scenic locations in Florida, The Villages.  Our collective commitment to hospitality, innovation & creativity, hard work and stewardship help employees thrive and excel in many fields within The District.  An immediate full-time opportunity exists for an individual with commitment, a “passion” for excellence to join our District Clerk Department. This position requires a solid background of advanced customer service skills.  The incumbent will enjoy a challenging atmosphere and being part of a productive team that supports The District and its surrounding community.  The District is looking for an individual with a desire to utilize their cutting-edge skills in support of our District Clerk department.  The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits.  Do not pass up this opportunity to be a part of a positive, expanding organization.

Competitive Benefits as a full-time employee of the District include:

• Medical Insurance (fully paid for employee single coverage)
• Voluntary health benefits including Dental and Vision Insurance
• 401(a) Retirement Plan, with contributions funded by the District
• 457(b) Retirement Plan, permitting employee pre-tax deferrals
• Flexible Spending programs for both Medical and Dependent Care
• Employee Assistance Program
• Paid Time Off
• Tuition Reimbursement
• Public Service Loan Forgiveness Eligible
• Tier 2 qualifying organization for The Villages Charter School

JOB SUMMARY

This position is responsible for assisting the District Clerk with the orchestration, identification, oversight, retention and custody of District records.  As a government entity, the District is subject to the Florida Sunshine Law whereby records and meetings are open to the public.  The position attends District meetings, records District meetings, assists with the preparation and distribution of agendas, official documents and minutes of the meetings for the District Clerk’s approval, as well as assists with maintenance of the official records of the District.  This position requires a Notary Public State of Florida commission.  This position interacts with all levels within the District (i.e., department directors and staff), residents, attorneys, county, city, and state agencies and the public throughout the area. This is a responsible position that requires a high degree of confidentiality and integrity.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to) 

District Boards

• Assists with the preparation and distribution of the agendas, transcribes and prepares minutes relating to Board of Supervisors, Committees, Work Groups and other appropriate meetings which fall under Sunshine/Public Records Law for the District Clerk’s review.
• Assists with record keeping maintenance and retention of Districts Agreements, Resolutions, Minutes of Meetings, etc. as provided by state statute.
• Assists to ensure that District minutes and agendas are uploaded to the District website in a timely fashion.
• Assists Board Supervisor with inquiries pertaining to their email, access to electronic agenda packages.
• Supervises landowners’ elections for the Districts Boards and the preparation of proxies, ballots and voting lists for each election.
• Sends Meeting Reminders to Boards, Committees, and confirms quorums. 
• Records Meetings, as necessary, and manages recording software.
• Assists Board Supervisors and Committee Members re: electronic agendas, webmail, etc.
• Provides training of electronic agenda software for Board Supervisors and Committee Members.

Records

• Assists with the management of the official records of the Districts.
• Reviews legal ads on behalf of the Districts for publication.
• Assists with the maintenance of computer databases. Investigate and recommend innovative, state-of-the-art records filing systems.
• Manages the Districts electronic document management system including the scanning and indexing of agenda packets, contracts, agreements and resolutions into the system.  

General

• Assists District Manager, Deputy District Manager, Assistant District Managers,, District Clerk and Senior Deputy Clerk and as requested.
• Answers telephone inquiries on District tax structure, amenities, bond debt assessment, maintenance assessment and Chapter 190 as it applies to District board elections and public hearings.
• Acts as liaison with Recreation Staff for off-site meetings.

Additional

• Performs other duties as assigned.
• May be expected to perform additional duties in an emergency. 

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to) 

• Fosters teamwork among all staff.
• Practices effective communication skills with internal and external customers (e.g., presents ideas and information in a concise, well-organized way both orally and in writing).
• Coordinates follow-up with senior management as appropriate, maintaining confidentiality of communications.
• Models behavior to the District Core Values at all times.
• Demonstrates leadership capabilities and decision-making skills.

MINIMUM EDUCATION AND EXPERIENCE

• Associate’s Degree or equivalent from two-year College or technical school; three years related experience and/or training; or equivalent combination of education and experience.  

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Florida Driver’s License required.
• Notary Public.
• All candidates and employees must successfully pass background screening. 

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES 

Knowledge 

• Ability to successfully read, analyze, and interpret general business periodicals, professional journals, technical journals, or governmental regulations, financial reports and legal documents.  
• Working knowledge of Florida Sunshine Law and public records management requirements.

Skills                                                                     

• Intermediate or better proven proficiency in personal computer skills, specifically in Microsoft Word, Excel, Access, Outlook and Power Point.                

Abilities 

• Proven ability to provide excellent customer service to our residents.  
• Excellent verbal communication skills and professional appearance.
• Capacity to prioritize competing demands and manage department workflow effectively.   

EQUIPMENT

Position regularly requires the use of office equipment, including but not limited to telephones, personal computers and productivity software, copier, printers, scanners, and fax machine.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS 

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee will be exposed to the following:

• The employee is exposed to an interior office environment, with moderate change in temperature. The work environment is inside an air-conditioned building.  
• The noise level in the work environment is usually moderate.
• There are frequent interruptions from the staff and the public for information or assistance.

Physical Requirements

The physical requirements described are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the following applies:

• Frequently required to sit for long periods of time, work on computer, stand, bend, talk, and hear, required to walk, use hands, reach, and handle or feel objects or controls.  
• Occasionally required to lift and or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.