Assistant City Clerk
2.
6 North Port, FL North Port, FL Full-time Full-time $65,233 - $104,373 a year $65,233 - $104,373 a year 2 days ago 2 days ago 2 days ago General Description This position is responsible for assisting the City Clerk in the administration of the City Clerk's Office operations, including but not limited to assisting in preparation of agendas and backup information for City Commission and other public meetings; assisting in the conduct of municipal elections; preparations, recording, filing, and retrieval of documents and records; recording and transcribing of meeting proceedings; answering requests, questions and complaints from the public, administrative functions for the City Commission and represents the City Clerk for official functions in his/her absence.
This position receives general supervision from the City Clerk.
Essential Job Functions Performs advanced clerical work in preparation of agendas, minutes, proclamations, and special projects as assigned by the City Clerk.
Prepares legal advertisements for the news media, adhering to strict assigned deadlines for ordinances, resolutions, meetings, meeting changes and City budget; reviews new media to ensure proper publication Assigns and tracks resolution and ordinance numbers, assisting in the process of obtaining fully executed copies of official documents.
Serves as website administrator for the City Clerk's and/or City Commission's functions, updating and maintaining website content, SharePoint, and Smartsheets.
Maintains City Code book, sends updates to Municode, arranges for, and proofs the codification of City ordinances in the City Code and the City's Unified Land Development Code (Municode), receives updated copies and distributes to all departments, maintain City Clerk's and/or City Commission's code books.
Authenticates official documents, countersigns warrants for payment obligations, notarizes documents, and administers oaths.
Attends and participates in City Commission meetings; transcribing meeting minutes as needed.
Prepares ordinances, resolutions, and public notices ensuring compliance with state and federal laws.
Assists City Clerk with City elections according to City Code and Florida Statutes.
Assists with City Clerk and/or City Commission scheduling and administrative support to include travel arrangements for government functions to include registration and hotel accommodations, and travel reimbursement expenses, as needed.
Assists in providing access to public records and processes requests for public records as needed.
Assists in the preparation of various reports, memorandums and correspondence as directed by the City Clerk.
Assists in managing the day-to-day administrative functions of the assigned department/division.
Serves as back up Emergency Operations Coordinator, as needed.
Carries out duties and responsibilities of the City Clerk, as needed.
(These essential job functions are not to be construed as a complete statement of all duties performed.
Employees will be required to perform other related duties as assigned, including City-directed work assignments in the event of a declared emergency.
) Knowledge/Skills/Abilities Knowledge of ordinances, policies, procedures of the City and Florida Statutes as they relate to the City Clerk's Office, including but not limited to state and municipal election laws and financial reporting.
Knowledge of legal instruments, rules, and procedures of City Commission meetings, including organization, function and activities of the municipal government and other governmental agencies.
Knowledge of modern business methods and procedures applicable to public administration, Knowledge of Florida Records Management and Florida Sunshine Law.
Skilled in composing summaries of minutes.
Skilled in the use of small office equipment, including copy machines or multi-line telephone systems.
Skilled in using computers for data entry, word processing and accounting purposes.
Ability to organize and communicate effectively.
Ability to make decisions in accordance with laws, ordinances, and regulations, in the absence of the City Clerk.
Ability to type at a prescribed rate of speed.
Education, Experience, Licenses and Certifications Education and
Experience:
High School Diploma from an accredited high school or possession of an acceptable equivalency diploma is required.
Associates degree in business or public administration is preferred.
Five (5) years' experience in advanced administrative work.
Work in a municipal government preferred.
Legal secretarial experience preferred.
(A comparable amount of relevant training, education and/or experience may be substituted for the above qualifications.
) Licenses and Certifications:
Designated as a certification Municipal Clerk by the International Institute of Municipal Clerks or the ability to obtain said certification.
Notary Commission certification required.
Must possess a valid Florida driver's license.
All benefits are effective the 1st of the month following 30 days.
Aetna - Health Insurance The City offers eligible employees the choice of 2 Open Access In Network plans and 1 Open Access PPO Plan.
Premiums and co-pays are dependent upon your plan choice.
Cigna Dental- Dental Insurance The City's dental plan is a PPO plan providing eligible employees with in network or out of network options.
You are entitled to two (2) preventive care treatments per calendar year (6 months apart).
There is a $1,500 lifetime maximum for Orthodontia (children up to age 19).
Premiums will depend on which tier you choose.
EyeMed Vision Care - Vision Insurance The City's vision plan allows eligible employees to stay in network or go out of network.
Your co-pays will vary depending on the network you use.
You are entitled to an exam, frames and lenses once every 12 months.
Cigna Life - Life, Voluntary Life, Dependent Life Insurance The City offers eligible employees a basic term life insurance benefit equal to their annual salary up to a $75,000 maximum at no charge.
You can purchase additional voluntary life insurance for yourself and your dependents.
Cigna - Short Term Disability The City provides short term disability coverage to all eligible employees at no cost to the employee.
This coverage is used in the event of an accident or illness outside of work.
The plan pays 66.
67% of your weekly salary up to a maximum of $1,000.
Benefits begin on the 31st day of your disability.
The City offers a buy-up to the Short Term Disability Benefit with a 7 day wait period.
E-Flex - Flexible Spending Account A flexible spending account helps you pay out-of-pocket medical, dental, eye care, daycare and other expenses, with tax deferred money deducted from your paycheck each payroll.
The maximum annual election is $2,500.
00.
Over-the-counter medications must be accompanied by a doctor's prescription although other medical supplies will still be eligible for reimbursement.
This is a voluntary benefit.
Trustmark- Supplemental Polices Trustmark Insurance Company offers voluntary supplemental Critical Illness/Cancer, Accident and Universal Life policies which are paid for by the employee.
LifeLock Benefit Solutions Protect your personal information and defend against attacks with 24/7, proactive identity theft protection from LifeLock.
This is an employee paid voluntary program.
ICMA-RC - Deferred Compensation Plans The City offers eligible employees the opportunity to enroll in a deferred retirement plan.
The money that is deducted from your paycheck each payroll is put into this account and is tax deferred at the end of the year.
One-on-one meetings with each company are held quarterly so employees can speak with the representative confidentially on preparing for their retirement.
This is a voluntary program.
Florida Retirement System - FRS Eligible employees are enrolled in the Florida Retirement System with an 8 year vesting period.
Employees contribute 3% of their gross earnings per payroll which is subject to change with the IRS.
Cigna - Employee Assistance Program The City offers this program to all employees.
This is a confidential counseling program for employees and their families.
The City pays for 3 visits and if you choose to continue, you would use the specialist co-pay on your insurance plan.
Counseling can include stress, alcoholism, family problems, marriage difficulties, financial trouble, depression, work/life and more.
VPI - Veterinary Pet Insurance The City offers Pet Insurance as a voluntary benefit.
This benefit is not payroll deducted.
Florida Prepaid College Board Employees are eligible to enroll in college savings programs as well as 529 plans.
Educational Assistance Program Employees are eligible for job-related or degree required educational assistance reimbursement up to $2,500 per fiscal year (subject to the availability of funds).
Paid Holidays The City observes 12 paid holidays per year.
Sick Leave and Annual Leave Full time employees accrue eight (8) hours per month starting on the first day of employment.
Accruals and usage will appear on your pay stub each payroll.
Full time employees accrue annual leave (vacation) bi-weekly, based on years of service.
Sick Leave Incentive Employees receive an incentive of up to four (4) days per calendar year for every 250 hours remaining in their sick leave bank.
Sick leave incentive days cannot be carried over to the next year.
Personal Leave Employees are eligible for a maximum of two (2) personal leave days per calendar year when they have accrued 96 or sick more hours.
This leave is approved by the department director through the department leave approval process.
Bereavement Leave Employees are entitled to five (5) days of bereavement leave in the event of the death of an immediate family member.
Employees should check the personnel policy or union contracts, whichever is applicable, for the definition of an immediate family member.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
6 North Port, FL North Port, FL Full-time Full-time $65,233 - $104,373 a year $65,233 - $104,373 a year 2 days ago 2 days ago 2 days ago General Description This position is responsible for assisting the City Clerk in the administration of the City Clerk's Office operations, including but not limited to assisting in preparation of agendas and backup information for City Commission and other public meetings; assisting in the conduct of municipal elections; preparations, recording, filing, and retrieval of documents and records; recording and transcribing of meeting proceedings; answering requests, questions and complaints from the public, administrative functions for the City Commission and represents the City Clerk for official functions in his/her absence.
This position receives general supervision from the City Clerk.
Essential Job Functions Performs advanced clerical work in preparation of agendas, minutes, proclamations, and special projects as assigned by the City Clerk.
Prepares legal advertisements for the news media, adhering to strict assigned deadlines for ordinances, resolutions, meetings, meeting changes and City budget; reviews new media to ensure proper publication Assigns and tracks resolution and ordinance numbers, assisting in the process of obtaining fully executed copies of official documents.
Serves as website administrator for the City Clerk's and/or City Commission's functions, updating and maintaining website content, SharePoint, and Smartsheets.
Maintains City Code book, sends updates to Municode, arranges for, and proofs the codification of City ordinances in the City Code and the City's Unified Land Development Code (Municode), receives updated copies and distributes to all departments, maintain City Clerk's and/or City Commission's code books.
Authenticates official documents, countersigns warrants for payment obligations, notarizes documents, and administers oaths.
Attends and participates in City Commission meetings; transcribing meeting minutes as needed.
Prepares ordinances, resolutions, and public notices ensuring compliance with state and federal laws.
Assists City Clerk with City elections according to City Code and Florida Statutes.
Assists with City Clerk and/or City Commission scheduling and administrative support to include travel arrangements for government functions to include registration and hotel accommodations, and travel reimbursement expenses, as needed.
Assists in providing access to public records and processes requests for public records as needed.
Assists in the preparation of various reports, memorandums and correspondence as directed by the City Clerk.
Assists in managing the day-to-day administrative functions of the assigned department/division.
Serves as back up Emergency Operations Coordinator, as needed.
Carries out duties and responsibilities of the City Clerk, as needed.
(These essential job functions are not to be construed as a complete statement of all duties performed.
Employees will be required to perform other related duties as assigned, including City-directed work assignments in the event of a declared emergency.
) Knowledge/Skills/Abilities Knowledge of ordinances, policies, procedures of the City and Florida Statutes as they relate to the City Clerk's Office, including but not limited to state and municipal election laws and financial reporting.
Knowledge of legal instruments, rules, and procedures of City Commission meetings, including organization, function and activities of the municipal government and other governmental agencies.
Knowledge of modern business methods and procedures applicable to public administration, Knowledge of Florida Records Management and Florida Sunshine Law.
Skilled in composing summaries of minutes.
Skilled in the use of small office equipment, including copy machines or multi-line telephone systems.
Skilled in using computers for data entry, word processing and accounting purposes.
Ability to organize and communicate effectively.
Ability to make decisions in accordance with laws, ordinances, and regulations, in the absence of the City Clerk.
Ability to type at a prescribed rate of speed.
Education, Experience, Licenses and Certifications Education and
Experience:
High School Diploma from an accredited high school or possession of an acceptable equivalency diploma is required.
Associates degree in business or public administration is preferred.
Five (5) years' experience in advanced administrative work.
Work in a municipal government preferred.
Legal secretarial experience preferred.
(A comparable amount of relevant training, education and/or experience may be substituted for the above qualifications.
) Licenses and Certifications:
Designated as a certification Municipal Clerk by the International Institute of Municipal Clerks or the ability to obtain said certification.
Notary Commission certification required.
Must possess a valid Florida driver's license.
All benefits are effective the 1st of the month following 30 days.
Aetna - Health Insurance The City offers eligible employees the choice of 2 Open Access In Network plans and 1 Open Access PPO Plan.
Premiums and co-pays are dependent upon your plan choice.
Cigna Dental- Dental Insurance The City's dental plan is a PPO plan providing eligible employees with in network or out of network options.
You are entitled to two (2) preventive care treatments per calendar year (6 months apart).
There is a $1,500 lifetime maximum for Orthodontia (children up to age 19).
Premiums will depend on which tier you choose.
EyeMed Vision Care - Vision Insurance The City's vision plan allows eligible employees to stay in network or go out of network.
Your co-pays will vary depending on the network you use.
You are entitled to an exam, frames and lenses once every 12 months.
Cigna Life - Life, Voluntary Life, Dependent Life Insurance The City offers eligible employees a basic term life insurance benefit equal to their annual salary up to a $75,000 maximum at no charge.
You can purchase additional voluntary life insurance for yourself and your dependents.
Cigna - Short Term Disability The City provides short term disability coverage to all eligible employees at no cost to the employee.
This coverage is used in the event of an accident or illness outside of work.
The plan pays 66.
67% of your weekly salary up to a maximum of $1,000.
Benefits begin on the 31st day of your disability.
The City offers a buy-up to the Short Term Disability Benefit with a 7 day wait period.
E-Flex - Flexible Spending Account A flexible spending account helps you pay out-of-pocket medical, dental, eye care, daycare and other expenses, with tax deferred money deducted from your paycheck each payroll.
The maximum annual election is $2,500.
00.
Over-the-counter medications must be accompanied by a doctor's prescription although other medical supplies will still be eligible for reimbursement.
This is a voluntary benefit.
Trustmark- Supplemental Polices Trustmark Insurance Company offers voluntary supplemental Critical Illness/Cancer, Accident and Universal Life policies which are paid for by the employee.
LifeLock Benefit Solutions Protect your personal information and defend against attacks with 24/7, proactive identity theft protection from LifeLock.
This is an employee paid voluntary program.
ICMA-RC - Deferred Compensation Plans The City offers eligible employees the opportunity to enroll in a deferred retirement plan.
The money that is deducted from your paycheck each payroll is put into this account and is tax deferred at the end of the year.
One-on-one meetings with each company are held quarterly so employees can speak with the representative confidentially on preparing for their retirement.
This is a voluntary program.
Florida Retirement System - FRS Eligible employees are enrolled in the Florida Retirement System with an 8 year vesting period.
Employees contribute 3% of their gross earnings per payroll which is subject to change with the IRS.
Cigna - Employee Assistance Program The City offers this program to all employees.
This is a confidential counseling program for employees and their families.
The City pays for 3 visits and if you choose to continue, you would use the specialist co-pay on your insurance plan.
Counseling can include stress, alcoholism, family problems, marriage difficulties, financial trouble, depression, work/life and more.
VPI - Veterinary Pet Insurance The City offers Pet Insurance as a voluntary benefit.
This benefit is not payroll deducted.
Florida Prepaid College Board Employees are eligible to enroll in college savings programs as well as 529 plans.
Educational Assistance Program Employees are eligible for job-related or degree required educational assistance reimbursement up to $2,500 per fiscal year (subject to the availability of funds).
Paid Holidays The City observes 12 paid holidays per year.
Sick Leave and Annual Leave Full time employees accrue eight (8) hours per month starting on the first day of employment.
Accruals and usage will appear on your pay stub each payroll.
Full time employees accrue annual leave (vacation) bi-weekly, based on years of service.
Sick Leave Incentive Employees receive an incentive of up to four (4) days per calendar year for every 250 hours remaining in their sick leave bank.
Sick leave incentive days cannot be carried over to the next year.
Personal Leave Employees are eligible for a maximum of two (2) personal leave days per calendar year when they have accrued 96 or sick more hours.
This leave is approved by the department director through the department leave approval process.
Bereavement Leave Employees are entitled to five (5) days of bereavement leave in the event of the death of an immediate family member.
Employees should check the personnel policy or union contracts, whichever is applicable, for the definition of an immediate family member.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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