Working in local government, under the supervision of the City Clerk, will perform highly responsible administrative and professional work maintaining centralized records for various departments, as well as managing official records according to local, state and federal laws.
ESSENTIAL JOB FUNCTIONS: Under general supervision of the City Clerk, performs highly responsible administrative and professional work sustaining an efficient and effective centralized records and agency information services program working in conjunction with department records custodians, the Human Resources Director, and other City staff. Serves as the Deputy City Clerk, Records Management Liaison Officer (RMLO) and performs same duties as the City Clerk. Serves as the City Clerk and assumes all duties when the City Clerk is absent or unavailable.
Coordinates city-wide records management, public records training, and services essential for preserving and protecting official records in accordance with local, state and federal laws pertaining to public documents; acts as the archivist of official, permanent active and semi-active records, including ordinances, resolutions, contracts/leases/agreements, deeds and other documents for which the City Clerk is the official custodian, as well as, personnel files for which the Human Resources Director is the official custodian.
Plans, manages and coordinates the receipt, storage, retrieval, scanning, disposition and destruction of applicable City records; establishes and maintains an electronic records management system; indexes imaged information into a database system (Laserfiche) and maintains a digital records tracking system. Directs the ongoing maintenance of city-wide records retention schedules by training and providing technical support to departmental records management coordinators. Manages all off site records storage facilities.
Researches and analyzes complex legal, administrative and historical issues; compiles data, prepares and upon approval, disseminates administrative and public reports. Provides public information and research services to officials, City staff, the media, and the general public and media. Effectively coordinates the provision of requested public records.
Performs administrative duties such as scheduling meetings of the City Commission; setting up for/attending/recording proceedings of meetings of the City Commission; preparing advertisements/public notices of various City meetings; and preparing Commission meeting agendas and meeting minutes when necessary. Also processes and routes ordinances and resolutions as appropriate, responsible for handling updates to the City’s Code of Ordinances; prepares proclamations; assists with updating/posting information to the City Commission, City Clerk, Election, and calendar pages on the City’s website, and assists with all aspects of facilitating City elections.
This list of tasks is ILLUSTRATIVE ONLY and is not intended to be an all-inclusive listing of all functions and tasks. Other essential functions may be required.
KNOWLEDGE, SKILLS & ABILITIES: Knowledge of automated and manual records management systems principles, practices and legal requirements. Skill in working with records inventory, identification, classification, organization, storage, protection, retention, disposition, retrieval, document imaging and information retrieval systems.
Proficient knowledge of the function of municipal government, as well as pertinent federal, state and local laws, city codes, rules, policies, procedures and regulations to include the Florida State Statutes, Government in the Sunshine and Florida Public Records Laws/Public Records Act requirements.
Ability to work proficiently with databases/spreadsheets (ex: Excel) and electronic filing systems/document imaging software programs (ex: Laserfiche or comparable program with optical character recognition); electronic agenda management programs (ex: Granicus or other comparable program) and electronic public records systems (ex: JustFOIA or other comparable program). Knowledge and skill in the use of proper English, spelling, grammar, punctuation and proofreading. Proficient in Microsoft Outlook, Word, Excel, PowerPoint, and WordPress.
The ability to work independently with minimal direction; have excellent verbal and written skills and communicate in a positive and clear manner; skilled in multitasking in high-paced/stressful conditions; have a strong eye for detail, and high-level organizational skills.
Must be able to effectively and professionally work with a variety of people at varying levels in and outside the organization. Must demonstrate a positive, effective customer service attitude and exercise tact and diplomacy in dealing with difficult, sensitive and confidential issues.
Must have the knowledge, skills and ability to manage an efficient, accurate and well-organized records management and information services program, to include staying abreast of new technologies and service delivery methods and techniques. Must consistently demonstrate quality leadership.
MINIMUM EDUCATION & EXPERIENCE: Four or more years of experience in records management, with responsible experience working in a public sector environment is required. Graduation from a two-year community college or four-year college/university with major course work in business administration, public administration, library and information management science, computer science, or related field preferred. An equivalent combination of education and experience that is determined to be directly related to the foregoing specific requirements may be substituted.
SPECIAL REQUIREMENTS: Certification as a Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) is required. Certification in records management (FCRM and/or CRM) is preferred. In absence of the FCRM or CRM certification(s), must begin process within three months of hire. Valid Florida Driver’s License and a clean driving record in order to use a City vehicle for the performance of duties. Must obtain license as a Notary Public issued by the State of Florida within six months of hire date.
PHYSICAL/ENVIRONMENTAL FACTORS: Must have the physical agility, strength and flexibility to perform the job functions in the work environment. Able to lift an average weight of 35 pounds, at times overhead and flexibility to move easily, bend, stoop. Reasonable accommodations will be made for otherwise qualified individuals.