Deputy City Clerk

Description

NATURE OF WORK This is a highly responsible administrative position that assists the City Clerk with compliance of Florida law, and county and city ordinances.
 
An employee in this class is responsible for assisting the City Clerk with planning, organizing and supervising operations of the Office of the City Clerk; providing organization, direction, and coordination of a wide variety of municipal activities; and facilitating assistance and service to City officials/departments as well as to the public. An employee in this position assists the City Clerk in the roles of Official Secretary to the City Commission and the City of Sunrise; Official Records Custodian; Local Supervisor of Elections; Local Financial Disclosure Coordinator to the Florida Commission on Ethics; local filing officer for Broward County ethics disclosures; Lobbyist Registrar; and City Advisory Board Coordinator. This position assists in maintaining the City Charter and City Code of Ordinances; and supervises assigned employees in meeting those responsibilities.

Examples of Duties

ESSENTIAL JOB FUNCTIONS Assists the City Clerk as the Official Secretary of the City by attesting to documents, legislation, notarizations, and recording documents with Broward County, preparing lien satisfactions; arranging for live-streaming of meetings and closed captioning services; attending meetings and preparing minutes; publishing and posting public notices; monitoring and updating the municipal code, and administering oaths of office. Assists the City Clerk as the local Supervisor of Elections, including receipt of statutorily required campaign finance reports and identifying precinct locations. Manages active and inactive records; providing for the destruction of records in compliance with State law; researching and responding to internal and external public records requests and subpoenas duces tecum; maintaining, safeguarding, and digitizing official records; providing for disaster recovery of those records; certifying copies of official records and documents as required. Creates the City’s annual compliance statement to the State of Florida’s Department of State Division of Library and Information Services and works with the Division to establish record retention schedules. Maintains the Florida Commission on Ethics’ Electronic Financial Disclosure Management System database and identifies new and former Form 1 filers as necessary. Assists in maintaining the ethics disclosure database for Broward County ethics disclosure documents. Assists with registering lobbyists, maintaining related databases and logs.  Conducts training regarding the Open Meetings law, Public Records law, and state, county and city ethics laws and regulations for City staff and advisory board members.  Manages all aspects of the advisory board appointment process for the City’s 15 advisory boards, including the appointments, maintenance of board membership and activities. Conducts the election of members to and maintains current rosters of the City’s Police, Fire and General Employees’ Retirement Plan Boards. Supervises, directs, and coordinates the work of the City Clerk staff; evaluates staff, including making recommendations regarding the hiring, disciplinary actions, and promotions of subordinates; counsels subordinates on work related problems.  Monitors department budget of the office and approves the purchase of supplies; holds the City P-Card for purchases. Performs related work as required.

Requirements

EDUCATION Bachelor’s degree from an accredited college or university.  Master’s degree in Public/Business Administration or closely related field preferred.
EXPERIENCE AND TRAINING Five (5) years of related work experience. Notary Public or ability to become a notary. Certified Municipal Clerk (CMC) designation desired or ability to achieve certification or a Master Municipal Clerk (MMC) within three years of appointment to position.
PHYSICAL REQUIREMENTS

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to, computers, calculator, copier, and fax machine No significant standing, walking, moving, climbing, carrying, bending, kneeling, crawling, reaching, handling, pushing, and pulling is required. Ability to perform minimal lifting, not to exceed 20 pounds of force, which may be required on a limited basis. 

Supplemental Information

KNOWLEDGE, SKILLS AND ABILITIES Knowledge of the principles of general management and public and business administration. Knowledge of applicable City, County and State rules and regulations pertaining to public records management and practices, public records retention schedules, and public records production. Knowledge of City, County, and State rules and regulations related to open meetings laws and codes of ethics. Knowledge of policies and procedures used in budget preparation, monitoring and reporting. Knowledge of the use of information technology, imaging, enterprise financial systems, inventory control, and city procurement procedures. Thorough knowledge of supervisory principles and practices, and public personnel administration. Knowledge of City, County, and State rules and regulations related to municipal elections, campaign finance, and campaign disclosure requirements.  Ability to analyze a variety of administrative problems and make sound recommendations as to their solution. Ability to supervise a staff of subordinate employees in a manner conductive to full performance and high morale. Ability to exercise judgment and discretion in devising, interpreting and implementing departmental rules, regulation and procedures. Ability to exercise judgment and discretion while working with confidential information and proper release of information from public records. Ability to establish and maintain effective working relationships with other employees, supervisors, departmental officials, elected officials, officials of other agencies, and the general public. Ability to express ideas clearly and concisely, both verbally and in writing. Ability to analyze expenditures in relation to established budgets and furnish detailed information to management and supervisory personnel. Ability to work evenings and weekends; attend conferences in/out of state. Ability to become a notary public. Ability to obtain a Certified Municipal Clerk (CMC) designation within 3 years of employment.

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