Deputy City Clerk
ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics). This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.DUTIES AND RESPONSIBILITIES:(which are not in any hierarchical order)
- Plans, coordinates, and supervises annual City elections and all special elections which includes: contacting and securing 48 polling locations, contact 200 pollworkers to work figures dates, and type candidates information booklet, type departmental working calendar, work with all candidates running for office, prepare candidates packets, advertise all legal advertisements in accordance with state law, prepare ballot language and information and send to the County for printing, type resolution calling election and agenda memorandum, hold training classes for workers, do payroll for workers, pay polling locations, monitor all campaign treasurer’s reports and check for accuracy, answer telephone inquiries for information and/or copies, type resolution declaring election results and the agenda memorandum, and pay all invoices to Palm Beach County for the use of their equipment.
- Supervises five (5) employees in the daily operations of the City Clerk’s Office and assists with their annual performance appraisal.
- Administrator of the Records Retention section of the City Clerk’s Office and responsible for 100% of the annual performance appraisal for the Records Retention Technician. The entails interacting with the State of Florida Bureau of Archives to research information essential to record retention procedures.
- Attends and records all City Commission workshops.
- Review all City Commission documents prior to the Commission meeting for completeness and accuracy and if there is a discrepancy, return to the Law Department for necessary changes and/or corrections.
- Pay the invoices for the City for the Palm Beach County Recording Office, Palm Beach Newspapers, and Pierce Leahy for all City departments, timekeeper and records keeper for Clerk’s staff and completes inventory report for cemetery.
- Prepares election budget and monitors election and department’s budget.
- Acts as the City Clerk in the absence of the City Clerk.
- Administers oaths and affirmations.
- Extensive research for the Law Department and administration.
- Knowledge of basic legal terminology.
- Knowledge of principles of effective supervision.
- Knowledge of Florida state laws, City resolutions, regulations, statutes and codes governing elections and records retention.
- Knowledge of math principles.
- Knowledge of record retention schedules for the City.
- Knowledge of general office procedures, methods, and equipment.
- Knowledge of effective customer service techniques.
- Skill in using general office equipment such as telephone, fax, transcriber, tape duplicator, dual tape recorder, printers, copiers, and computers.
- Skill in organizing large events.
- Skill in researching issues, compiling data and preparing a report of findings.
- Skill in taking dictation and transcribing notes into meeting minutes.
- Skill in prioritizing tasks with competing demands to ensure work is completed in a timely manner.
- Skill in preparing clear and concise reports, memoranda, and correspondence.
- Ability to communicate effectively with others, both orally and in writing.
- Ability to deal effectively with the general public.
- Ability to establish and maintain effective working relationships with those contacted in the course of work.
MINIMUM QUALIFICATIONS: High School diploma or GED and five (5) years experience in an administrative support position requiring the ability to perform independent research and organization of large events, including one (1) year of lead or supervisory experience, or any equivalent combination of training and experience.
Last Revision date: October 2001