Summary
This position performs a variety of routine and complex clerical and administrative work in providing support to departmental staff. Interact with Elected Officials, management, City wide staff and the general public; requiring the ability to communicate in a professional, tactful and courteous manner.
Essential Function Duties and Responsibilities

• Process public records requests, in accordance with Florida Statutes
• Verifies all documents are signed and sealed, then scanned into Laserfiche. Process records disposition forms, in accordance with the GS-1-SL and GS2, established by the Division of Library and Information Services
• Plan, control, direct, organize, train, and handle other managerial activities involved in records creation, maintenance of records management and use and disposition of records. Provide guidance and oversight to departmental Records Management Liaison Officers (RMLO).
• Coordinate and schedule mandatory training for every primary and backup RMLO assigned in each department. prepare and update the online training for use by new employees and existing RMLO\xe2\x80\x99s.
• Ensure annual forms are completed and properly filed with the City Clerk
• Assist in answering questions regarding records management and public records requests. Work with the Florida Division of Library and Information Services that provides support records management services and is a resource provider for the state
• Assist the Purchasing Department to track and manage all documents for Bids, Requests for Proposals,, Requests for Qualifications, Letters of Interest and Selection Committee including the Cone of Silence and Award process
• Open and record all electronic bid solicitations virtually using Mercell and Zoom meetings.
• Attend and record Selection Committee and other meetings
• Proofread all legal advertisements for accuracy prior to their publication
• Process citywide incoming and outgoing mail from USPS, FedEx, Amazon, UPS, Office Depot
• Assist with all duties at the front desk as required
• In accordance with Section 2-66 and 2-67 of the City\xe2\x80\x99s Code of Ordinances, ensure the Lobbyist Registration Forms are completed properly prior to attendance at meetings.
• Reserve and schedule meeting rooms for City Hall.
• Develop and update departmental Standard Operating Procedures
• Provide cross-training to City Clerk staff
• Assist all department with document research using Laserfiche
• Proofread new Supplements from Muni-Code for accuracy prior to publishing them on the website, Intranet and providing paper copies for those that have Code books
• Provides courteous, efficient customer service and assists with the sign in process for visitors
• Prepares correspondence, reports, memoranda, and other material
• Assists with Municipal Elections
• Assist with maintaining and processing Automobile Titles on all City vehicles
• Assist with the setup of the meeting room and recording equipment for meetings as required.
• Provide backup, as assigned or directed
• Performs any other related duties as required or assigne
• PERIPHERAL DUTIES:
• Provide assistance with the organization of department and interdepartmental events and meetings
• Attend City Council meetings and perform various duties in association with the meetings
• May serve as a member on various committees
• May operate a City Vehicle to run errands

Minimum Qualifications

• High school diploma or equivalent; Associate\xe2\x80\x99s Degree in business administration, public administration, or related field preferred
• Minimum of 2 years\xe2\x80\x99 experience processing FL public records requests
• Minimum of 3 years\xe2\x80\x99 clerical experience or
• Any related combination of education, training and experience

Special Qualifications/Preferences

• Valid State of Florida Driver\xe2\x80\x99s License with a good driving record
• Ability to obtain or possess a current Florida Notary Public

Eligibility: Coverage in the City\xe2\x80\x99s group insurance plans begins the first of the month following thirty (30) days of employment.

Health Insurance: Choice of three (3) plans provided through Florida Blue. Employee contributions are required toward the cost of this insurance on a bi-weekly basis as follows



TIER
HMO
PPO
HDHP


Employee Only
$0
$0
$0


Family
$58.00
$110.00
$30.00

On-Site Employee Health and Wellness Center: Available for use by employees, spouses and dependents enrolled on the City\xe2\x80\x99s Health Plan. No-copays for doctor\xe2\x80\x99s visits, labs, physicals, or prescription drugs dispensed at the Center

Dental Insurance: PPO plan offered through Humana, provided at no cost

Life Insurance: Two (2) times annual salary up to a maximum of $100,000 provided at no cost

Short Term Disability: Non-probationary employees eligible for 60% of salary up to 26 weeks, provided at no cost.

Long Term Disability: 60% of salary up to $5,000 monthly, provided at no cost

Employee Assistance Program: Six (6) visits per calendar year, per issue, provided at no cost.

Wellness Program: Voluntary wellness initiatives that promote and reward health awareness.

Pension Plan: Provided through the Florida Retirement System (FRS). Choice between the Investment Plan with a one (1) year vesting schedule, and the Pension Plan with an eight (8) year vesting schedule. Mandatory 3% pre-tax contribution.

Holidays: Eleven (11) days per calendar year. One (1) Floating Holiday per calendar year.

Personal Leave: Sixteen (16) hours accrued monthly used for vacation, illness, or personal time away from work. Personal Leave is tiered based on years of service and increases overtime.

Optional Voluntary Benefits: Vision Care Insurance Plan, Supplemental Life Insurance, Flexible Spending Accounts, AFLAC Group Policies, 457 Deferred Comp Plan, Roth IRA, Recreation Program Discounts, Day Care Discounts, Free EV Charging Station, Flexible Schedules, Public Service Loan Forgiveness (PSLF) eligible employer under the U.S. Department of Education\xe2\x80\x99s PSLF Program.