STAFF ASSISTANT - DISTRICT CLERK at 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

Performs any range of clerical, administrative and secretarial duties in support of the District Clerk Department. Works with a general outline of tasks to be performed and develops work methods and sequences under general supervision to successfully accomplish same within designated timeframes.  Oversees the department’s daily office operation. This is a multi-faceted position responsible for successfully working with Administration, Staff, Board Members and the public.

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

District Boards

·         Assist with preparation, assembly and distribution of agenda packages for Board of Supervisors’, Committees, Work Groups and other appropriate meetings which fall under Sunshine/Public Records Law.

·         Coordinate necessary public notice for meetings as required by Florida State Statute.

·         Assist with landowner elections for the Districts Boards. 

·         Prepares new Board Supervisor Binders

Records

·         Filing of official records of the Districts and providing copies per public request.

·         Coordination and preparation of legal ads on behalf of the Districts for publication.

·         Assists with scanning of agenda packets, contracts, agreements and resolutions into the District’s electronic document management system.  

·         Assists District Clerk with responding to Public Records requests.

·         Assists Senior Deputy Clerk with Information systems department for document imaging system.

General

·         Organizes office operations and procedures and acquisition, distribution and store supplies. 

·         Assist District Clerk, Senior Deputy  Clerk and Administration as requested.

·         Provide back-up telephone support when necessary. 

·         This position interacts with Department Staff. 

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) 

• Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization.
• Models behavior to the District Core Values at all times.
• Fosters a teamwork environment.

MINIMUM EDUCATION AND EXPERIENCE

• One-year related experience and/or training; or equivalent combination of education and experience.

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

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

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES 

Knowledge 

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

Skills                                                                     

• Ability to successfully interact with others to include courtesy, tact and diplomacy as needed to provide/gather information, assign and follow up on work duties, and establish effective relationships.

Abilities 

• Proven ability to provide excellent customer service to our residents.  
• Excellent verbal communication skills and professional appearance.  

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.