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

The position provides direct support to the Senior Deputy Clerk and Deputy District Clerk in the preparation, distribution and retention of the agenda packages for the District Boards and multiple Committees, collectively referred to as the “District”.  As a government entity, the District is subject to the Florida Sunshine Law whereby meetings are open to the public and meeting minutes must be taken.  The position will be responsible for attending Board and Committee meetings, the transcription of recordings into official meeting minutes, as well as maintenance of official records.  This position requires a Notary Public State of Florida commission. This position interacts with Department Staff. 

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

District Boards

• Preparation, assembly and distribution of agenda packages for the Board of Supervisors, committees, work groups and other appropriate meetings which fall under Sunshine/Public Records Law.
• Prepares Minutes of Monthly Board and Committee Meetings for Senior Deputy Clerk and District Clerk review.
• Attends Board/Committee Meetings (after hour meetings, as necessary).
• Prepares After Agendas for Monthly Board/Committee Meetings
• Accesses and projects electronic agendas for audience in attendance.
• Assist with landowner elections for the Districts Boards.

Records

• Filing of official records of the Districts.
• Responds to internal requests for records.
•  
• Manages Index for Resolutions and Board Rules.
• Manages Index for Agreements.
• Scans and Indexes the agenda packets, contracts, agreements and resolutions into the District’s electronic document management system for all Districts.

General

• Assist District Clerk, Senior Deputy Clerk, Deputy District Clerk and Administration as requested.
• Provide back-up telephone support when necessary.

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.

MINIMUM EDUCATION AND EXPERIENCE

• Associate’s Degree or equivalent from two-year college or technical school; two 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 

• Proven ability to accurately access, input and retrieve information from a computer using Microsoft Office programs.
• Proven intermediate or better proficiency in personal computer skills (especially in:  Microsoft Office programs (Microsoft Word, Excel, PowerPoint, and Access).

Skills

• Well organized and able to successfully multi-task and work under pressure in a fast-paced environment to meet multiple demanding deadlines.
• Proven ability to provide excellent customer service to our residents.

Abilities 

• Ability to successfully read, analyze, and interpret general business periodicals, professional journals, technical journals, or governmental regulations, financial reports and legal documents.
• Proven ability to successfully interact with diverse customer populations while providing excellent customer service.
• Ability to exercise independent judgment to adopt or modify methods and standards to meet assigned objectives.
• Ability to periodically work flexible schedule required to assist in special projects/programs during the course of the year.
• Excellent written and verbal communication skills and professional appearance and demeanor.
• Ability to successfully interpret instructions furnished in written, oral, diagrammatic, or schedule form to produce required information.
• 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 general 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.