Job Title

Job Family

Job Code

Job Exempt

Board Coordinator

Seiu_White_Collar

COG01

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

S18

Hourly

$20.28

$25.86

$31.44

Job Description

Performs varied, responsible, and complex clerical work of a specialized nature in the City Clerk’s Office. The primary functions of this position include coordinating over twenty Boards, notifying Board members to ensure a quorum; recording, transcribing, and distributing minutes; maintaining complex records and files, collecting and preparing items for meetings, preparing correspondence for Mayor's signature. Duties also include administering and coordinating the Nominating Board, Board Review Committee, and Citizen Police Review Board and performing other duties required by the City Code, Charter, and Policy and Procedures. Work is governed by broad instructions, objectives, and policies. Work requires coordination of effort by more than one City operation and planning of various interrelated activities. Work is performed under general supervision of the Deputy City Clerk and City Clerk and is reviewed for accuracy and adherence to policy and procedures.

Minimum Qualifications:

High School Diploma/G.E.D. Certificate and two (2) years clerical experience; or an equivalent combination of education, training, and experience. Must type 45 CWPM. Knowledge of MS Office Suite is required.

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.

Coordinates and schedules City Hall facilities for in-house and public use such as public tours, meetings and events

Incorporates, with the City Clerk Aides, all City committee meetings on master schedule and post weekly in order to comply with the Florida Sunshine Law

Maintains computerized registration of lobbyists in accordance with Florida State Statutes and City Code requirements

Maintains and updates twenty plus (25 +) Citizen Advisory Board files which includes Applicant Listings, Board Rosters, Attendance Reports, Annual Reports, Demographic reports, etc., utilizing and administrating board and agenda management software

Coordinates appointments to the twenty plus (25 +) Citizen Advisory Boards

Coordinates, moderates, and trains City staff on virtual and hybrid meeting software for public meeting

Prepares appointment/reappointment letters and certificates for Mayor's signature and distribution

Prepares “Thank-you for serving” packages

Prepares advance Notices of Expiration of Terms for board member records; transcribes and distributes minutes of meetings

Collects, and organizes Agenda items for Nominating Board, Board Review Committee and Citizen’s Police Review Board meetings as well as is the Recording Secretary for Nominating Board, Board Review
Committee, and the Board Administrator for Citizens’ Police Review Board

Directs and collaborates with Nominating Board on recruitment events

Notifies all Nominating Board/Board Review Committee/Citizens’ Police Review Board via telephone and/or email of pending meetings and special actions

Compiles e-mail/mail outs to board members and staff

Notifies Board Secretaries of scheduled Nominating Board meetings

Notifies appropriate Recording Secretaries and Board Chair of all City Council approvals for Mayor's appointments

Assists in annual orientation programs for Nominating Board Chair and all Board Members (250 +)

Coordinates with and notifies appropriate personnel and staff regarding activities scheduled

Answers difficult inquiries and citizen complaints explains functions and services of Boards, requests action from proper department and records action taken/results obtained.

Assists with the maintenance of the Official Calendar

Maintains a list of board members who are required to file a Financial Disclosure statement and follows up with them

Prepares annual minority reports per State requirement

Maintains City Lobbyist listings

Performs other related duties as assigned

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of English grammar, spelling, punctuation and math

Knowledge of office practices and procedures

Knowledge of municipal operations, and departmental policies and procedures

Knowledge of the Public Records Act and Florida’s Sunshine Law

Knowledge of parliamentary procedures or method of conducting meetings and basic types of motions such as Robert’s Rules

Skilled in the use of Microsoft Windows and Office Suite (Word, Excel)

Ability to learn specialized software systems used for board business

Ability to work independently, organize and prioritize work, and meet multiple deadlines

Ability to coordinate meetings, record and transcribe minutes

Ability to understand and follow complex written and verbal instructions

Ability to learn codes, regulations, and procedures of assigned area

Ability to maintain complex records and prepare accurate reports

Ability to meet the public and to establish and maintain effective working relationships

Ability to provide good customer service and to handle interactions in a tactful manner and exercise good judgement when making decisions

Ability to operate various office machines, such as scanner, MFD copier, computer, and to type at a speed of at least 45 correct words per minute

Ability to provide information correctly and concisely