Job Title

Job Family

Job Code

Job Exempt

Senior Assistant City Clerk

Non_Bargaining

AAM45

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB110

Salary

$27.95

$35.65

$43.34

Job Description

Supervises a variety of functions within the City Clerk's Office. Attends senior staff, workshop, agenda review, and City Council meetings. Records and finalizes official minutes of meetings. Coordinates development of the annual operating budget. Coordinates and supervises the agenda review process, including the review of the agenda and agenda reports for compliance with internal procedures, local policies, and state law. Prepares the agenda. Monitors and ensures that all legal and public notices for hearings, ordinances, etc., are advertised accurately and according to state law requirements. Finalizes official Council resolutions and ordinances. Administers and maintains the City of Orlando records, including all official contracts, deeds, records, and legislative history of the Council. Supervises a public information/research counter, requests for information under the Public Records Act, and requests for records and information from other departments. Trains, reviews, and evaluates the work of staff including the preparation of performance appraisals and approval of time off. Assists the City Clerk in the preparation and performance of municipal elections, including the recording of the Canvassing Board minutes. Plans, organizes, assigns, directs, trains, reviews, and evaluates the work of staff and participates in their selections. Assists staff on work programs and work development plans. Provides cross-training.

Minimum Qualifications:

Associate's Degree or Technical Certificate and two (2) years extensive clerical experience of a responsible nature, to include one (1) year supervisory experience; or an equivalent combination of education, training, and experience. May be required to pass a typing and/or dictation test.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Receives and approves Council agenda items; creates agendas for City Council meetings using the paperless agenda program.

Attends senior staff meetings, Council workshop, agenda review, and City Council meetings; records and drafts minutes.

Indexes, researches, and assigns documentary numbers to all agenda items approved by City Council; records documents in public records as mandated by law; and signs and notarizes Council documents of behalf of the City of Orlando in concert with the Mayor/Mayor Pro Tem.

Supervises, assigns, and reviews the work of support staff with regard to the City's legal advertising; processes all notices of claims and law suits filed against the City; follows policies and procedures; and schedules City Hall facilities for meetings and events.

Evaluates support staff; processes personnel transaction forms and evaluations forms for support staff.

Notarizes various legal documents such as contracts, ordinances, and development agreements as an official representative of the City of Orlando; ensures appropriate documents are recorded in Public Records.

Maintains up-to-date master copy of the City Charter and City code; maintains compilation of policies adopted by City Council; and serves as consultant on City Charter and City code, requiring thorough knowledge of ordinances, policies, and procedures.

Processes and approves payroll for all staff in the City Clerk's Office.

Develops, prepares, and administers City Clerk's annual operating budget; generates monthly printouts and reviews City Clerk's operating expenses; evaluates operations of City Clerk's Office; and formulates and revises internal operational procedures.

Conducts regular and special City elections; receives and reviews financial reports from candidates to ensure the reports were filed in a timely and correct manner; records and drafts minutes of Canvassing Board meetings during elections; and maintains official election book on all City elections.

Conducts research as requested by Commissioners, department heads, and citizens regarding official documents and City Council actions.

Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of City Charter, City code, and election code.

Knowledge of principles and practices of effective employee supervision, including selection, training, evaluation, and discipline.

Knowledge of City's policies and procedures.

Skilled in planning, organizing, assigning, directing, reviewing, and evaluating the work of assigned staff.

Skilled in conducting research, analyzing, and interpreting administrative procedures and regulations, legal documents, and local and state laws.

Skilled in exercising sound, independent judgment within general policy guidelines.

Skilled in preparing clear, concise, and complete Council meeting documentation and other written correspondence and reports.

Skilled in computer software systems such as Windows 2000, Microsoft Word, Excel, Lotus Notes, J.

D.

Edwards, and PowerPoint.

Skilled in organizational and oral/written communications.

Ability to pay attention to detail.

Ability to interpret a variety of public documents including contracts and ordinances.

Ability to establish and maintain a professional working relationship at all levels.

ADDITIONAL QUALIFICATIONS FOR PROMOTION: N/A.