Job Title

Job Family

Job Code

Job Exempt

Municipal Plan Board Secretary

Seiu_White_Collar

COG55

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

S18

Hourly

$20.28

$25.86

$31.44

Job Description

Under general supervision, provides administrative and secretarial support for the Municipal Planning Board including attending meetings, preparing notices and other documents, assembling board packets, recording and typing minutes, maintaining records, and providing information on policies and procedures to staff and citizens. Tracks calendar to ensure documents are filed and processed on time and in accordance with legal requirements. Performs other duties as assigned.

Minimum Qualifications:

Equivalent to an Associate's Degree in Business Administration or secretarial technical training and two (2) years progressively responsible secretarial work experience including recording minutes; or an equivalent combination of education, training, and experience. Must type 55 WPM and have 80/100 WPM dictation skills. If appropriate, comparable test may be substituted for dictation skills test. Some positions may require becoming a Public Notary. Experience with community development, city planning, or citizen board desired.

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.

Prepares notices, agendas, material and related reports for meetings; posts and/or publishes legal notices in newspaper within the appropriate time requirements; prepares board member packets; compiles supporting documents for agendas.
Prepares and distributes board meeting notices, records meeting minutes and resolutions.
Attends meetings of the Board, records minutes making sure that all actions, motions, and decisions are duly noted; ensures a quorum and parliamentary procedures followed; transcribes minutes including a description of Board’s insights; type and distributes minutes for approval; ensures compliance with all legal requirements.
Performs general secretarial duties including screening calls and incoming mail; maintains calendar, schedules appointments, tracks important dates to ensure meeting deadlines and sends our reminder of important events; prepares correspondence and documents; handles personal and/or confidential mail; receives petitions, waivers, etc., on behalf of the Board; provides information and assistance as necessary.
Serves as the official records manager for the Board; maintains and retrieves case information and/or records of decisions and resolutions by the Board; complies with Public Records Acts; prepares and organizes files; maintains all records and files necessary forms with others; implements retention policy; disposes of old records only with approval of the Board and in accordance with regulations. Attests to all official documents; witnesses and verifies signatures on documents; may serve as the Public Notary.
Responds to requests for information and assistance from Board members, staff, and the public providing good customer service; searches files for a variety of source materials to serve as background for reports and information needed by the Board, staff, and others.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of office administration, practices, and procedures.

Knowledge of English grammar, spelling, and punctuation.

Working knowledge of city planning policies and procedures.

Knowledge of the operation, function, rules, and scope of authority for Board as it related to cases and providing general information.

Knowledge and ability to ensure that meetings comply with the Ralph M. Brown Act regarding open meetings as well as implementing parliamentary procedures.

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

Knowledge and implementation of the Public Records Act and Florida’s Sunshine law.

Know Public Records Act and have the ability to deal with public records issues.

Computer skills such as with Microsoft Windows, Office Suite (Word, Excel), and ability to learn specialized systems used for board business.

Secretarial skills including typing, recording minutes and transcribing.

Ability to work independently, organization and prioritize work, and meet multiple deadlines.

Ability to provide good customer service and to handle the public in a tactful manner and exercise good judgment when making
decisions.

Ability to maintain effective working relationships with Board members, officials, department manager and staff and the general public.

Ability to type a minimum of 55 cwpm and take dictation at 80 wpm.