Deputy Town Clerk chez Town of Bay Harbor Islands, FL

About the Department

Provides highly-skilled clerical and administrative support to assist the Town Clerk in the overall management of the department. Oversees daily clerical work, scheduling, recordkeeping, and administrative support assignments. Serves as the Town Clerk in his or her absence. Work is performed under general direction with moderate latitude in the use of initiative. Position relies on experience and exercises independent judgment based on subject-matter expertise in the area of specialization.  

In addition to meeting the minimum qualifications listed above, an individual must be able to perform each of the established essential functions in order to perform this job successfully.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Advanced knowledge of administrative and clerical procedures and systems such as managing files and records, transcription, and other office procedures and terminology
• Advanced knowledge of principles and processes for providing outstanding customer service 
• Knowledge of law enforcement terminology and business English
• Knowledge of public records laws in the state of Florida
• Skill in maintaining records and confidential information 
• Skill in working independently and following through with assignments with minimal direction
• Advanced ability to operate a computer using Microsoft Office products (Word, Outlook, PowerPoint and Excel), Adobe Photoshop, Illustrator, and Acrobat and applicable department / organizational software
• Ability to effectively communicate ideas about improving processes or procedures to attain or maintain compliance with specific standards
• Ability to handle confidential information with tact and discretion
• Ability to communicate effectively verbally and in writing
• Ability to deal effectively with the public
• Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work
• Ability to organize work for timely completion
• Ability to regularly attend work and arrive punctually for designated work schedule 
• Ability to pass the required background check and drug screening

Position Duties

EXAMPLES OF ESSENTIAL FUNCTIONS:

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

 

• Assists with the administration of municipal elections.
• Attends council, board, and committee meetings typically held during evening hours.
• Records, transcribes, and maintains the records of Council, board, and committee meetings.
• Prepares and distributes agendas, materials, and council minutes.
• Responds to inquiries, requests, and complaints regarding services; resolves or coordinates resolution of issues.
• Prepares required state reports and correspondence.
• Files reports, correspondence, and other documents; maintains filing system in an efficient manner.
• Responds to public records requests in an accurate and timely manner.
• Posts and provides notice of all Town public meetings. 
• Processes various applications for Town services
• Coordinates the collection of financial disclosure documents as required for audits or other requests.
• Prepares, proofreads, processes and distributes reports, documents, letters and specialized correspondence.
• Answers phones and provides information as required. 
• Researches, compiles, and analyzes data for special projects and / or various reports, as needed.
• Assists with photocopying, assembling materials, and simple clerical work as needed.
• Performs other duties, as required or as assigned

Minimum Qualifications

Bachelors degree and two (2) years of experience in government records management and clerical procedures, including the taking of minutes. Must have or be able to obtain within three (3) years of hire date, Certified Municipal Clerk (CMC) designation. Must be a Notary Public of the State of Florida, or be able to become one within three (3) months of hire date. May be required to have and maintain a valid State of Florida driver’s license. May be required to have or obtain additional formal industry certification(s) based on area of assignment.

Other Qualifications

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in public administration or related field; 
• Certified Municipal Clerk (CMC) Certification, highly desired;
• 2 years of experience working in a municipal clerk’s office, governmental or non-profit agency setting requiring a high degree of confidentiality.

This position offers a competitive salary and benefits package, reflective of the candidate’s qualifications and experience. The Public Works Director will play a pivotal role in advancing the strategic goals of Bay Harbor Islands and maintaining its reputation as a vibrant, well-managed community.  



Equal Opportunity Employer
 The Town of Bay Harbor Islands is committed to diversity and encourages applications from individuals of all backgrounds.

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