The role of the City Clerk’s Office dates back to ancient Greek civilizations when scribes would document the government’s actions. City Clerks have always recorded the proceedings of government, ensuring processes are adhered to and citizens are aware of decisions made.
The City Clerk’s Office acts as the glue that keeps the City government together. Records management, documentation of City Commission meetings, serving as the liaison between government and citizens, and coordinating with multiple City departments are some of the daily functions the team carries out. The office serves as the City historian by maintaining new and archived public records and facilitating access to appropriate records for elected officials, City staff, and the general public.
Together, the City Clerk and Records Administrator/Deputy City Clerk will carefully and accurately maintain centralized city-wide records. As the stewards of the City’s history, including legal actions taken by the Commission, the City Clerk team works professionally and responsibly. They diligently follow local, state, and federal laws.
The Records Administrator will be the primary person coordinating city-wide records management, an essential role in the preservation and protection of official records. This person will archive official, permanent active, and semi-active records including ordinances, resolutions, contracts/leases/agreements, deeds, personnel files, and other documents. This person also helps locate old records to answer questions, serving as a City historian helping uncover historical events to aid in current decisions and answer questions.
Records are maintained through steps of receipt, storage, retrieval, scanning to electronic format, disposition, and destruction. The Records Administrator coordinates this process, including maintaining the electronic records management system and physical records management facilities. This person will direct the ongoing maintenance of city-wide records retention schedules through careful management of requirements as well as collaboration and training of staff across the City’s departments.
The City Clerk’s Office also serves as the point of contact for public records requests as well as a contact for questions regarding official records from elected officials, City staff, and the City attorney. The team researches and analyzes complex legal, administrative, and historical issues. They do research, compile data, prepare responses, and share information from administrative and public records with elected officials, City staff, the media, and the general public.
Innovation and continuous improvement are key ingredients in the City of Winter Haven’s Smart City Imitative, including the City Clerk’s Office. The Records Administrator/Deputy City Clerk will be a key team member helping to ensure the office fully utilizes the technology already in place and continues to improve processes, efficiency, and tools for both internal use and use by our citizens as they interact with the City. These tools improve processes, increase efficiency, cut costs, increase transparency and enhance the citizens’ experience.
Associates/Bachelor’s degree with major course work in business or public administration, political science, library and information management science, computer science, or related field preferred.
Certified Municipal Clerk (CMC) Master Municipal Clerk (MMC) designation and FCRM/CRM certification in records management are preferred. In absence of these designation(s)/certification(s), both must be obtained within four years of hire.
The ideal candidate will have at least four (4) or more years of experience in records management, or five (5) or more years of highly responsible administrative experience in business operations or public sector/governmental administration practices required.
• Wants to make a difference
• Loves researching and sharing accurate historical stories
• Politically sensitive and results-oriented
• Sound judgment and decision-making skills
• Ability to organize multiple tasks concurrently
• Strong written and verbal communication skills
• Ability to work with others to collaboratively solve problems
• Fosters a team atmosphere with city leadership, employees, elected officials, and citizens
• Familiarity with concepts, national trends, and current issues related to the provision of recreation