Purpose of Classification

The purpose of this classification is to serve as clerk to the City Commission, to file and maintain official City documents and records, to coordinate municipal election activities, and to perform various administrative duties to assist the City's elected and appointed officials.  Serves as custodian of the City seal and is authorized to affix to necessary documents.  The City Clerk is the City's Records Custodian and the Municipal Supervisor of Elections.

Essential Functions

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Supervises, directs, and evaluates assigned staff, addresses employee concerns and problems, directing work, counseling, and managing employee performance..

Schedules, assigns and supervises daily operations of City Clerk's Office.

Oversees the processing of incoming and outgoing mail for the City.

Attends all meetings of the City Commission and other assigned boards; conducts roll call on motions and records all meeting proceedings.

Accepts advisory board appointment applications and tracks advisory board member attendance at meetings.

Oversees the preparation of City Commission electronic meeting agendas and minutes; reviews, proofreads, and approves minutes; coordinates preparation and mailing of meeting notices and packets.

Assists and confers with various officials and staff including the City Commissioners, advisory board members, City Manager, City Attorney, department directors, the public and others, and is responsible for proper administration of all legislative affairs.

Administers oath of office to City Commissioners and employees.

Composes correspondence, memos, management reports; maintains various logs, indexes, and calendars; prepares legal advertisements for public hearings, ordinances, and bid openings.

Serves as liaison to the news media and the general public regarding municipal elections, City Clerk business and other related matters.

Attests, certifies, and files documents and legal papers of the City including contracts, agreements, resolutions, ordinances, proclamations, and others; provides authentication of all ordinances, resolutions, and transcripts of municipal functions; reviews, signs and seals various permits, deeds, and orders.

Administers the City's records management program and coordinates the logging, indexing, filing and digital scanning of municipal records and files; oversees the preparation of documents for storage and disposition.

Accepts, tracks and forwards responses to public record requests.

Responds to inquiries, problems and complaints from the general public.

Manages the operations of municipal elections on an annual basis; duties include, but are not limited to, processing filing applications of candidates, overseeing precinct preparations, hiring and preparation of payroll for poll workers, contracting with the polling locations, filing legal election documents with state and federal agencies, and monitoring elections to ensure compliance with federal election laws.

Computes, posts and processes various payments and fees for city services; reconciles and maintains account balances; prepares related accounting reports and records.

Prepares the department's annual budget; monitors department expenditures for compliance with approved budget; prepares budget transfers and amendments.

Prepares and processes purchase requisitions, personnel actions, performance appraisals, and other administrative records; logs, codes and reviews tax search requests, zoning applications, legal advertisements, and others.

Reviews state statutes, City codes, ordinances, resolutions, and other legal documents for public information purposes.

Attends conferences, training workshops, and professional meetings to maintain knowledge of policies and practices in the city clerk profession and in local government administration.

Refers to city ordinances, meeting minutes, state statutes, federal laws, department and City policies and procedures, administrative manuals, computer manuals, technical guidebooks, and other resources.

Processes ordinances for updating and maintenance of the City of Boynton Beach Code of Ordinances.

Oversees the coordination with funeral directors for burials at City cemeteries, plot sales and issuance of deeds and cemetery work orders.

Keeps current with technology changes to keep the City Clerk's Office ahead of the curve.

Maintains a comprehensive, current knowledge of applicable laws/regulations; maintains an awareness of new trends and advances in the profession; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.

Additional Functions

Provides notary public and certification services as requested.

Performs other related duties as required.

Minimum Qualifications

Bachelor's degree; supplemented by six (6) years previous experience that includes diverse and responsible secretarial and administrative experience in local government.

Must possess and maintain a valid Florida driver's license. 

Must possess and maintain certification as a municipal clerk (CMC) in the State of Florida.

Experience with public records and government agenda management software.

 

PREFERRED QUALIFICATIONS

Master's degree

Master Municipal Clerk (MMC) designation.

Proficient in administering GovQA Public Records software.

Proficient in administering Novus Agenda software.

Supplemental Information

Knowledge of local, federal and state laws, statutes, rules, regulations, ordinances and codes related to public entity codification, maintenance, storage, retrieval, and destruction of public documents.

Knowledge of municipal election procedures, rules of conduct and local, federal, and state laws, statutes, rules and regulations.

Knowledge of rules of order governing municipal meetings and hearings.

Knowledge of file maintenance and record keeping practices and procedures.

Comprehensive knowledge of government in the "Sunshine."

Skill in assigning, reviewing, evaluating the work of subordinates.

Skill in utilizing written and verbal communication in the development and presentation of reports, presentations and directions.

Skill in accurately maintaining public records and documents.

Proficiency in Microsoft Office Suite including Outlook, Word, Excel, PowerPoint and Access.

Ability to be a positive role model and provide effective leadership.

Ability to effectively supervise assigned staff and to expeditiously resolve employee issues and concerns.

Ability to find and use resources available to assist in the performance of the job.

Ability to establish and maintain effective and harmonious work relationships with those contacted in the course of work.