Deputy City Clerk

Description

The City of Fort Meade, Florida, is seeking qualified candidates for the position of Deputy City Clerk. The position is salary exempt and is eligible to participate in the city’s generous benefits and retirement programs.

JOB SUMMARY:

The Deputy City Clerk performs professional, technical, and administrative work supporting the City Manager in the performance of statutory and charter-related City Clerk functions. Under the City's Charter, the City Manager serves as the official City Clerk; therefore, this position acts on behalf of and under the direction of the City Manager in carrying out the day-to-day responsibilities of the Clerk's Office.

The Deputy City Clerk coordinates City Commission, Planning +and Zoning, and CRA meeting administration, public records management, records retention, legal notices, ordinances, resolutions, municipal elections support, and other statutory responsibilities while ensuring compliance with Florida law. In the absence of the City Manager or when designated, the Deputy City Clerk performs assigned City Clerk functions as authorized.

ESSENTIAL FUNCTIONS:

The following duties are representative and are not intended to be all-inclusive.

City Commission, Planning and Zoning, and CRA Administration:

• Assists the City Manager in fulfilling the statutory duties of the City Clerk. 
• Coordinates preparation of City Commission, Planning and Zoning, and CRA meeting agendas in collaboration with department directors and the City Manager. 
• Reviews agenda items for completeness, formatting, and compliance with established procedures. 
• Prepares, assembles, publishes, and distributes Commission Planning and Zoning, and CRA agenda packets with tabs, dividers, and color-coded items and sections
• Establish regular calendar deadlines for receipt of materials from Departments and provide regular email and calendar reminders of due dates and deadlines.
• Attend City Commission, Planning and Zoning, and CRA meetings, workshops, and special meetings as assigned. 
• Records proceedings and prepares accurate meeting minutes. 
• Maintains official records of Commission, Planning and Zoning, and CRA actions. 
• Tracks follow-up items resulting from Commission, Planning and Zoning, and CRA action. 

Records Management:

• Maintains custody and integrity of official City records under the direction of the City Manager. 
• Administers the City's records retention program in accordance with Florida records retention schedules. 
• Coordinates storage, retrieval, archival, and lawful destruction of records. 
• Maintains electronic records management systems. 
• Ensure proper indexing and organization of official documents. 

Public Records & Legal Compliance:

• Coordinates responses to public records requests in accordance with Florida's Public Records Law and in collaboration with the Office of the City Attorney. 
• Maintains City Website and acts as Point of Contact for City Web Site and City/Community Communication applications and any necessary updates thereto.
• Assists departments with record management compliance. 
• Maintains confidentiality of exempt or confidential records. 
• Publishes legal advertisements and public notices as required. 
• Certifies official records and documents when authorized.

Ordinances, Resolutions & Official Documents:

• Maintains official ordinances, resolutions, contracts, agreements, and other governing documents. 
• Coordinates execution routing for official documents. 
• Ensures adopted legislation is properly codified and archived. 
• Maintains municipal code updates and annual updates to Muni-code, as necessary. 

Elections Administration:

• Assists with municipal election administration in coordination with the County Supervisor of Elections. 
• Maintains candidate qualification records and election documents. 
• Coordinates required election notices and filings. 

Boards and Committees:

• Maintains membership rosters, appointments, and term expirations. 
• Coordinates appointments and reappointments. 
• Maintains official records for boards, committees, and advisory bodies. 
• Manages the procurement of, and any costs associated with, reservations and accommodations for Board participation in conferences and trainings.
• Annually manages the updating, On-Boarding, and Off-Boarding of existing, new, and/or departing Board members and Commissioners – including uniforms, badges, name plates and IDs.
• Annually hosts the Clerks Association and represents the City in monthly Association meetings. 

Customer Service:

• Serves as a primary point of contact for citizens requesting public records or information. 
• Provides information regarding City procedures, meetings, ordinances, and municipal services. 
• Assists elected officials, department directors, and the public in a professional and courteous manner. 

Administrative Support:

• Assists with departmental projects and special assignments. 
• Coordinates notary services as required. 
• Maintains departmental calendars and statutory deadlines. 
• Performs other related duties as assigned.

Requirements

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES (KSAS):

Knowledge of:

• Florida Sunshine Law 
• Florida Public Records Law 
• Florida records retention requirements 
• Parliamentary procedure (Robert's Rules of Order preferred) 
• Municipal government operations 
• Agenda management systems 
• Records management principles 
• Modern office practices and technology 

Ability to:

• Prepare accurate minutes from complex meetings. 
• Maintain confidentiality while exercising sound judgment. 
• Interpret statutes, policies, and administrative procedures. 
• Organize multiple projects with competing deadlines. 
• Communicate effectively, both verbally and in writing. 
• Build productive working relationships with elected officials, employees, and the public. 
• Exercise independent judgment while maintaining attention to detail. 
• Work effectively under strict statutory deadlines. 

Skill in:

• Microsoft Office Suite 
• Document management systems 
• Agenda management software 
• Electronic records systems 
• Customer service 
• Business writing and editing

MINIMUM QUALIFICATIONS:

• Associate’s degree in public administration, Business Administration, Office Administration, or related field. 
• Three (3) years of progressively responsible administrative experience, preferably in municipal government, city clerk administration, executive support, or records management. 
• An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

PREFERRED QUALIFICATIONS:

• Experience supporting a City Commission, Town Council, or governing board. 
• Experience with municipal agenda management software. 
• Florida municipal government experience. 

LICENSES, CERTIFICATES, SPECIAL REQUIREMENTS:

• A valid Florida driver’s license
• Notary Public or ability to obtain within six (6) months
• Certified Municipal Clerk (CMC) or willingness to obtain certification within three (3) years

PHYSICAL REQUIREMENTS:

Work is primarily performed in an office environment requiring prolonged sitting, standing, walking, bending, reaching, lifting up to 25 pounds, and repetitive hand movements associated with computer use. Attendance at evening Commission meetings is required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

• Standard office environment.
• Frequent interruptions and multiple deadlines.
• Evening meetings and occasional special events.
• High level of public interaction.
• Work involves confidential and legally sensitive information.

PERFORMANCE EXPECTATIONS:

The Deputy City Clerk is expected to:

• Demonstrate exceptional professionalism, discretion, and integrity. 
• Ensure compliance with all applicable Florida statutes governing municipal records and meetings. 
• Maintain accurate, organized, and timely official records. 
• Provide outstanding customer service to elected officials, employees, and the public. 
• Take direction from and support the City Clerk/City Manager by ensuring the efficient administration of all assigned City Clerk functions. 
• Under the direct supervision of the City Clerk/City Manager, act as the primary point of contact for and provide administrative support to the Commissioners
• Continuously improve administrative processes and records management practices.
• Must exhibit willingness and interest in furthering all aspects of learning, knowledge acquisition, and job-related certifications. 

This position plays a critical role in preserving the integrity of the City's official records and ensuring transparent, efficient, and legally compliant municipal governance while supporting the City Manager in the performance of the City Manager’s Charter-designated duties of the City Clerk.

BENEFITS

The City offers comprehensive health insurance, city-paid basic life insurance and long-term disability insurance, optional vision, dental and short-term disability insurance, robust retirement plan options, both pension and deferred compensation, generous paid leave, and ample professional development