Senior Deputy 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)
- Performs research for the Mayor, Commission, Administration, and the City Attorney’s Office, as well as for outside agencies and the public.
- Responds to public records requests within a timely manner in compliance with the Florida Statutes public records law; monitors the responses directed to other City departments.
- Processes and maintains all official documents approved by the City Commission in accordance with Florida Statutes.
- Records official documents such as liens, contracts, agreements, etc., in compliance with the direction of the City Commission.
- Coordinates the sale of cemetery lots; processes burial applications; interacts directly with the public, cemetery sexton, and funeral directors; and maintains cemetery records.
- Answers telephone and responds to inquiries.
- Maintains schedule of all meetings held in the Commission Chambers.
- Maintains assignment of numerical and subject listing of ordinances and resolutions.
- Responds to requests made at the public information counter for research, information, photocopying, etc.
- Opens, date stamps, routes mail to the appropriate party or responds to incoming mail.
- Performs routine administrative duties including processing check requests, preparing payroll forms and keeping attendance records.
- Assists Deputy City Clerk with elections functions.
- May guide and oversee the work of other support staff.
- Knowledge of standard office principles and procedures.
- Knowledge of legal terminology and basic legal processes.
- Knowledge of the capabilities and functions of word processing, spreadsheet and database applications software.
- Knowledge of principles of business English, grammar and punctuation.
- Knowledge of principles of telephone etiquette.
- Skill in prioritizing competing demands to ensure work is completed in a timely manner.
- Skill in following complex oral and written instructions, policies and procedures.
- Skill in using general office equipment such as telephone, fax, duplicating machines, copiers, and computers.
- Skill in coding, recording, retrieving and verifying information.
- Skill in dealing effectively with the general public.
- Ability to communicate effectively with others both orally and in writing.
- Ability to establish and maintain effective working relationships with those contacted in the course of work.
MINIMUM QUALIFICATIONS: High School diploma or GED with some education or training beyond the High School level and over three (3) years and up to and including 5 years experience in working with legal terminology in an administrative support position, or any equivalent combination of training and experience. May require a valid Florida driver's license.
Last revision date: 2004