Assistant to Village Clerk

Posting Date: 01/11/2022
Company Name: Miami Shores
Job Type: Part Time
Department: Village Clerk's Office
Education: Associate Degree (minimum)
Shift: flexible
Duration: permanent
Travel: ---
Salary: Based on qualifications and subject to negotiation.
Location: Village Hall
Closing Date: 01/11/2023
Job Description:
The Assistant to Village Clerk performs advanced secretarial and clerical work for the Village Clerk (Charter Official). This position exercises independent judgment in performing special functions under the supervision of the Village Clerk. To apply, please send your cover letter and resume to

Performs advanced secretarial, administrative, and clerical duties on a daily basis, as directed by the Village Clerk

Answers telephone calls for the Office of the Village Clerk and responds to routine requests from residents

Opens, sorts, and routes all correspondence for both Village Clerk and Village Council

Assists in situations requiring high-level of problem-solving skills and attention to detail

Attends Village Council meetings/workshops (often at night), and other public meetings functions as requested and serves as assistant to the Village Clerk during public meetings

Assists Village Clerk with the operation of audio and video recording equipment at Village Council meetings/workshops, and other public meetings

Assists Village Clerk with the preparation of the Council Chambers and other meeting rooms/venues for all official public meetings

Assist Village Clerk with post-meeting functions, such as timestamping and downloading of video recording, transcription of minutes, and other responsibilities

Assists in the preparation of timely responses to public records information requests on a daily basis and maintenance of the public records request log

Perform related project research; compile information and data for various reports.

Assists the Village Clerk in the preparation and conduct of duties associated with all general and special elections

Assists with the coordination and management of all Village Boards and Advisory Committees

Assists Village Clerk with the management of archival records, and records destruction

Assists in maintaining official Village documents and records and complying with the legal requirements of the records management program, as outlined in state statute

Assists in the preparation of the Village Council electronic agenda packets, Village Boards and Advisory Committee agendas and minutes, as well as the posting of legal notices

Posts and updates content on the Village Clerk’s Office subpage of the Village website

Performs any other duties as assigned by the Village Clerk


Education and Experience:

Requires an associate degree from an accredited college in a related field.

Four (4) years of experience performing high level, administrative assistant, general Secretarial and clerical work, preferably for an executive level position is required.

Previous Municipal Clerk Office experience is preferred.

Equivalent combination of education and experience may be considered.

Requirements may be waived by the Village Clerk.

Requires a valid State of Florida driver’s license.

Notary Public of the State of Florida or ability to obtain within six (6) months of employment.

Certified Municipal Clerk certification preferred.

Preferred Skills:
  • Knowledge, Skills and Abilities:

Considerable knowledge of local government operations, modern office practices, and procedures, including the use of standard office software (word processing, desktop publishing, spreadsheets, records and database management, and equipment); style/format of business correspondence; and business math.

Communicate clearly and effectively, both verbally and in writing (proper English usage, grammar, spelling, vocabulary, and punctuation.)

Must be able to demonstrate intermediate computer literacy with knowledge of Microsoft Word, Excel, PowerPoint, Adobe Acrobat and willingness to master proprietary systems

Ability to meet and work with the public in an effective and courteous manner

Ability to get along with others, and work effectively with the public and co-workers

Ability to work flexible hours, including evening meetings

Ability to multi-task and work within deadlines

Ability to deal with confidential and sensitive matters

Ability to learn rules and regulations governing the conduct of Village business, including Florida Sunshine Law, Florida public records law, and principles and practices of public agency record keeping.

Ability to work in a paperless environment

Ability to multi-task, work independently with minimal direction and with a sense of urgency.


Must be fluent in English

Position requires prolonged sitting as well as standing, walking, reaching, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing agendas, resolutions and minutes using a computer keyboard. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds, Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.