Job Title: Assistant Village Clerk
Salary range: DOQ/E
Location: Miami Shores Village
Department: Village Clerk
Hours: Full-Time
Job Description:
The Assistant Village Clerk provides vital administrative and operational support to the Village Clerk’s Office, ensuring the efficient delivery of official village functions and services. This role assists in the preparation and maintenance of public records, supports the legislative process by helping to compile agendas and minutes, coordinates aspects of municipal elections, and ensures compliance with applicable laws, ordinances, and procedures. The Assistant Village Clerk serves as a point of contact for residents, staff, and elected officials, and may perform the duties of the Village Clerk in their absence. The position requires strong organizational skills, attention to detail, professionalism, and a sound understanding of local government operations.
ESSENTIAL JOB FUNCTIONS:
- Executes complex administrative and clerical functions under the direction of the Village Clerk. Serves as Acting City Clerk in the absence of, and upon designation by, the Village Clerk.
- Assists Village Clerk with the management of Advisory Boards and Committees.
- Assists in the processing of contracts, ordinances and resolutions.
- Assists in the preparation of Council agenda packets. Generates and publishes Village Council agenda packets as directed.
- Develops and delivers end-user training for the agenda management program.
- Attends all Council meetings.
- Transcribes minutes for Village Council meetings as required.
- Assists with the intake of competitive solicitations.
- Assists the Village Clerk with the electronic campaign financing system.
- Assists in coordinating all financial disclosure forms for subjected public officials and employees.
- Manages the lobbyist registration process and the publication of the lobbyist list on the Village website.
- Oversees the production of public notices and the Village’s monthly boards and committee meetings list.
- Assists the Village Clerk with the management and retention of public records as per the requirements of the State of Florida.
- Assists with responding to and tracking public records requests.
- Processes invoices and checks; assists in the planning and development of the Village Clerk and Council budgets.
- Compiles, develops, and analyzes reports and studies as directed by the Village Clerk.
- Receives, responds and provides resolution to inquiries and concerns from the general public, the business community, Village officials, and other departments.
- Updates and maintains Village Clerk website pages.
- Performs pre and post Council Meeting functions on a routine basis.
- Serves as the staff liaison to the Education Advisory Board.
- Services calls for the Office of the Village Clerk.
- Monitors the daily office activities to ensure compliance with standard procedures.
- Answers routine correspondence and composes letters for the Village Clerk’s signature.
- Opens, sorts, and routes all correspondence to the Village Clerk.
- Oversees the overall management of document scanning and indexing of permanent records as part of the Village’s records management program.
- Performs other duties as assigned.
Knowledge, Skills and Abilities:
- Knowledge of modern office clerical and secretarial 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.
- Knowledge of the administration and use of automated agenda preparation software.
- Knowledge of transcription and summary minute preparation process.
- Ability to communicate clearly, tactfully, and effectively in English in both oral and written form; requiring excellent verbal and written communications skills.
- Ability to work in activities involving a continual reoccurrence of deadlines where work product accuracy is critical.
- Ability to quickly acquire a working knowledge of various electronic document conversion processes and the Village’s records management and imaging software.
- Ability to direct and manage multiple functions;
- Knowledge of municipal government operations, services and responsibilities of the Office of the Village Clerk; coordination with outside agencies as necessary to assume assigned responsibilities;
- Strong organizational and time management skills are required.
- Knowledge of the rules and regulations governing the conduct of Village Council meetings including the Florida Sunshine Law, Florida public records law, and principles and practices of public agency record keeping;
- Ability to effectively work independently, exercise discretion, independent judgment, and maintain confidentiality and professionalism in the execution of duties.
PHYSICAL DEMANDS:
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of telephone and personal contact as normally defined by the ability to see, read, talk, sit, stand, hear, hands to fingers dexterity, handle, feel or operate objects, read and write English. Physical capability to effectively use and operate various items of office equipment; such as but not limited to a personal computer, calculator, copier and fax machine. Ability to lift, drag, and push boxes, files, and documents weighting up to 25 pounds. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
MINIMUM REQUIREMENTS TO PERFORM WORK:
- Associates degree in Public Administration or related field.
- Three (3) years of complex clerical, secretarial, or legal experience, which includes customer service, in-person interaction with the public;
- Excellent verbal and written communications skills
- Must be a Notary Public or be able to obtain designation within six (6) months;
- Ability to complete the Municipal Clerk Certification program and obtain CMC designation with the first three (3) years of employment;
- Proficient in MS Office Suite, including Outlook and Adobe Acrobat;
- Or any equivalent training, education, and/or experience; and
- Valid State of Florida Driver’s License.
To Apply Please Submit Resume to hr@msvfl.gov
Miami Shores Village is an equal opportunity ADA/Drug Free workplace. Veteran's preference will be awarded under applicable Florida Law. All resumes are subject to Florida Public Records Law.