Assistant City Clerk

**PURPOSE OF CLASSIFICATION**

The purpose of this classification is to provide complex administrative support and assistance to the City Clerk in a range of tasks, including, but not limited to:, answering and responding to telephone calls, researching and providing information to the public, other City departments, and government agencies, providing advanced office support and the ability to identify and successfully troubleshoot tasks, participate in discussions and decision-making in a variety of areas, and serve as a liaison between the City Commission and the public. This position will assume responsibility for all activities of the Clerk’s Office in the absence of the City Clerk, and requires a high level of confidentiality and an exceptional attendance record.

**ESSENTIAL FUNCTIONS**

**The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.**

Functions as the City Clerk in the absence of the City Clerk. Regularly assists the City Clerk in all elements of his/her work, including but not limited to, preparation of departmental budget, maintaining and administering the City’s personnel policies.

Attends evening/weekend City Commission meetings and workshops, board meetings, and City events, as requested.

Assists the City Clerk, who serves as the Human Resource Director, with implementing benefits and policies, and coordinate open enrollment. May assist in negotiating renewal rates, onboarding, and terminations of employees. Assists with the review and update of City Employee Handbook; Policies and Procedures as needed.

Aids and assists the City Clerk in providing support for City elections.

Assists in the preparation and review of commission and board meeting agendas, ensuring proper legal notice and advertising requirements have been met for all meetings and for and/all transactions of City business

Assists City Clerk in planning and implementing special City functions; publication of City newsletter and monthly calendars; updates City History albums

Assists with announcements for release on all City media outlets including the City website, Facebook, Nextdoor, Twitter, and Constant Contact, etc.

Performs specialized clerical duties, including maintenance of record retention files. Ensures records are properly filed and can be retrieved when necessary; and that all records are retained in compliance with State and Federal requirements.

Responsible for certifying and recording of all contracts and agreements, ordinances, and resolutions; furnishing required forms and petitions; coordinating municipal elections; collection, management, and disposition of all city records,

Assists in development of proposals, bids, quotations, and RFP responses. Serves on selection committees as needed.

Sorts and distributes incoming mail for the Mayor and the City Commission; prepares outgoing mail in the form of Commission agendas to interested parties.

Answers the telephone and screens calls for administrative staff; provides information and assistance to the public; takes/relays messages or directs calls to appropriate personnel.

Distributes code supplements and other information to other departments, boards and the City Commission; makes copies and types information as necessary.

Updates and maintains resolutions and ordinance index files; updates list of clergymen for invocation at City Commission meetings.

Assists in the maintenance of a filing system for records management files: City contracts, bids, City indexes, and other documents.

Maintains all City Board records and coordinates with board liaison with regard to appointments, reappointments, and resignations; posts city committee and board agendas, ordinances, and notices.

Assists in the research and completion of public records requests.

Prepares letters and other correspondence as requested by the City Clerk.

Provides reference and research assistance for the public, City officials, City departments and other government agencies.

Attends meetings as directed by the City Clerk.

Coordinates with department directors and other management staff on behalf of the City Clerk when requested

Process and manage local business tax licenses as governed by Chapter 205, Florida State Statute, and Chapter 9, Article III, City of Lighthouse Point Code of Ordinances

Coordinate insurance and vehicle registrations for all new vehicles

Demonstrate excellent attendance

**Qualifications**:
Thorough command of good business and customer service practices. Experience with City codes and administrative practices and modern programs and technologies designed to support the City Clerk function. The ability to communicate effectively orally and in writing with City residents, employees, elected officials, and other government entities. Skill in planning, organizing, and supervising his/her own work as well as that of others. Associate degree in Business or Pub