Deputy City Clerk at City of Eustis, FL

About the Department

The City of Eustis is seeking a trustworthy, responsible individual who, under general direction, manages and oversees operations and services of the City Clerk’s Office and, in cooperation with the City Clerk, performs responsible administrative and complex clerical work to support the City Clerk, City Manager, City Commission, and various Boards and Committees.  This is a highly responsible administrative position recording the actions and maintaining the official records of the City and City Commission.  The incumbent assists the City Clerk, who administers city elections and also provides support services to the City Manager and City Commission, and various boards and committees.  The employee exercises considerable independent judgment and makes decisions within the scope of established laws, rules, regulations, and procedures. 

Examples of Machines, Tools and Equipment Used:  General office and computer equipment

Supervision Received:  City Clerk 

Position Duties

• Works in cooperation with the City Clerk and accepts management responsibility for the City Clerk’s Office and related activities and services, including assisting the City Clerk in fulfilling the statutory responsibilities of the City Clerk, municipal elections, and records management; coordinates activities with City officials, departments, outside agencies, organizations, and the public; attends city commission meetings as needed;
• Participates in the development, implementation and maintenance of the City Clerk’s goals and objectives, priorities, policies, procedures and work plans; confers with legal advisors and city officials regarding management problems; reviews and evaluates work methods and procedures for improving organizational performance, enhancing services and meeting goals; identifies and resolves problems and/or issues; ensures that goals are achieved;
• Keeps accurate records of the proceedings of the City Commission, Local Planning Agency, and Community Redevelopment Agency; ensures compliance with open meeting laws and posting requirements; coordinates and prepares City Commission agendas, meeting minutes and calendars; follows up on Commission actions to ensure timely preparation, indexing and filing of agreements, resolutions, ordinances and vital records; updates and maintains the Municipal Code to reflect actions of the City Commission;
• Attends City commission meetings and workshops as needed to record and maintain minutes, ordinances, and resolutions, publishes legal notices and hearings; receives, accepts, and processes subpoenas;

• Manages, responds to, and logs public records requests and provides information in accordance with Florida’s Public Records Laws;
• Manages and maintains the records of the City of Eustis and maintains compliance with state and local records retention statutes;

• Responds to requests for public information in a timely, cost-effective manner in accordance with state statutes;
• Assists the City Clerk as directed with municipal elections; prepares appropriate resolutions and ordinances in conjunction with requirements for and results of the election; schedules and prepares necessary documentation for the Commission to certify elections; posts election results; provides liaison to the Lake County Supervisor of Elections;
• Certifies authenticity of municipal corporate documents for public officials, governmental agencies, courts, and the general public, including ordinances, resolutions, agreements, deeds, and other official documents; serves as official custodian of the seal of the City;
• Attests to contracts requiring the signature of the Mayor and maintains records of all contracts and documents signed by the Mayor;
• Participates in the preparation, management, and coordination of the City Clerk’s budget; prepares forecasts of necessary funds for staffing, materials, and supplies; presents and justifies programs, operations, and activities; monitors and approves expenditures;
• Participates in the training of personnel; provides or coordinates in-service training; identifies and resolves staff deficiencies related to City Clerk operations and management of software systems;
• Aids the City Manager and City Commission; drafts proposed resolutions and ordinances; prepares correspondence, reports, and makes recommendations to the City Manager;
• Attends and participates in professional meetings; stays current on issues related to the field of city clerk services;
• Monitors changes in state statute when the Legislature is in session to ensure the City is aware of any changes pertinent to the City Manager and City Clerk’s offices;
• Scans and reviews archived files for retrieval and retention purposes;
• Performs other related duties as required;  

• Assists the City in the preparation for and aftermath of a major emergency such as a hurricane or other storm or disaster, as needed.

Minimum Qualifications

Knowledge, Abilities and Skills:
Knowledge of principles, practices and techniques of municipal records management and elections; knowledge of applicable federal, state and local laws, codes and regulations, methods and techniques for records management and report preparation and writing; thorough knowledge of business English, punctuation, mathematics and spelling; knowledge of modern office practices and procedures; knowledge of modern office equipment, including computer, scanners, audio equipment and applicable software.

Ability to assemble and organize data and compose effective and accurate reports; ability to maintain files and keep records; ability to work well with others and assist the public cooperatively and courteously; ability to make decisions in accordance with departmental policy; ability to express oneself clearly in verbal and written form; ability to record and transcribe minutes of meetings; ability to maintain confidentiality; ability to attend meetings and workshops outside regular business hours regularly; ability to learn and to train others on computer software used by the City Clerk’s Office; ability to remain at a city work shelter, before, during and after a hurricane or other storm or disaster, if asked.

Skilled in public relations with the ability to respond to the public impartially and courteously, with actions that are in the public interest; skill in the operation of basic office equipment.

Minimum Qualifications:
Three years progressively responsible work experience in a City Clerk’s office is required or an equivalent combination of related experience, education, and training. Applicants with a Bachelor’s Degree in Public Administration, Business, or related field and Certified Municipal Clerk (CMC) Certification by the International Institute of Municipal Clerks are strongly preferred. A valid Florida Driver's License with an acceptable driving record is required. 

Other Qualifications

Physical Demands:
This is primarily sedentary work.  Requires sitting for long periods of time; bending and reaching; good finger/hand dexterity and hand/eye coordination; good eyesight, hearing, and speech.

Salary Information:
$62,450.88 to $93,835.40 annually; EXCELLENT benefits (Note: See Benefits Tab for more information).  Only applicants with the most job-related qualifications will be selected for interview and further consideration. Additional consideration may begiven to applicants with more extensive education, training, or experience.  Following a thorough background investigation including a criminal history and driver’s license check, the candidate will be given a conditional offer of employment.  The final candidate may be required to pass a drug test.

Closing Date:
October 15, 2025 at 5:00 PM

Important Information:
Applications must be received no later than 5:00 pm on the closing date as listed above. The City may close positions that are posted with an Open closing date at any time, without prior notice. The City’s application is required. The online application is the preferred method but printed applications are also available in person at 109-A East Orange Ave, Eustis. Office hours are 8:00 am to 5:00 pm Monday thru Friday. For assistance or more information, please visit Human Resources at www.eustis.org or call 352-483-5472. Under Florida Law, all application materials are public record and subject to public scrutiny.