Senior Deputy Clerk

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SUMMARY: Under limited supervision, performs a variety of clerical functions; researches official City records for the public, other departments, and other governmental agencies; and performs related duties as assigned.

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)
  1. Performs research for the Mayor, Commission, Administration, and the City Attorney’s Office, as well as for outside agencies and the public.
  2. 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.
  3. Processes and maintains all official documents approved by the City Commission in accordance with Florida Statutes.
  4. Records official documents such as liens, contracts, agreements, etc., in compliance with the direction of the City Commission.
  5. Coordinates the sale of cemetery lots; processes burial applications; interacts directly with the public, cemetery sexton, and funeral directors; and maintains cemetery records.
  6. Answers telephone and responds to inquiries.
  7. Maintains schedule of all meetings held in the Commission Chambers.
  8. Maintains assignment of numerical and subject listing of ordinances and resolutions.
  9. Responds to requests made at the public information counter for research, information, photocopying, etc.
  10. Opens, date stamps, routes mail to the appropriate party or responds to incoming mail.
  11. Performs routine administrative duties including processing check requests, preparing payroll forms and keeping attendance records.
  12. Assists Deputy City Clerk with elections functions.
  13. May guide and oversee the work of other support staff.
KNOWLEDGE, SKILLS AND ABILITIES:
  • 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.
PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: Most work involves sedentary to light work in an office setting. There is frequent need to sit, talk or hear, use the hands and occasionally lift light objects (up to 10 pounds) and perform other similar actions during the course of the workday. Some assignments are found to require frequent need to stand, walk, stoop, bend, sit, talk or hear and occasionally lift moderate objects (up to 25 pounds) and perform other similar actions during the course of the workday. The City of West Palm Beach promotes a drug/alcohol-free work environment through the use of mandatory pre-employment drug testing.

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.

FLSA Code: Non Exempt
B/U: SEIU
Last revision date: 2004
 
Overtime: Yes
 
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