Deputy City Clerk

***Position open until March 23, 2023***

The City of Haines City is an equal opportunity employer and will consider all applicants for all positions equally without regard to their race, sex, age, color, religion, creed, national origin, veteran status, or any other legally protected status. The City of Haines City is a Drug-Free Workplace. Applicants who successfully complete the initial screening process will be required to complete a pre-employment drug screen and physical. Police Department applicants will also be required to take a Polygraph Examination. All information provided by an applicant will be verified for truthfulness and accuracy if a conditional offer of employment is made. Applications and other submitted documents are considered public records.

Position Function:

Under the direction of the City Clerk, manages the daily operations in the absence of the City Clerk. Oversees all processes related to the City Advisory Boards and/or other City meetings to ensure appropriate preparation of legal/public notices and agendas are completed and posted promptly. Prepares the official minutes of the advisory boards and records any actions or recommendations as a result of those meetings.

Provides notary and customer service to the public, communicate with departments and outside agencies to ensure efficiency in daily operations, conducts research, compiles data, conducts training, oversees special projects, and other clerical duties as necessary.

Essential Duties:

• Assists in the management of the daily operations within the City Clerk's Department, including all processes related to the City Commission, City Advisory Boards, and/or other City meetings to ensure appropriate preparation of legal/public notices and agendas are completed and posted in promptly recording of meeting minutes and any actions taken as a result of those meetings.
  
• Responsible for all board management duties, except the City Commission. Duties include management of potential membership applications and board rosters, confirmation of board appointments, conducting and managing board training, organizing and facilitating board events, and providing compliance reports as required by the State of Florida. This includes, but is not limited to, recruitment of interested members, posting of vacant positions on the website, creating business items for consideration of the appointment, conducting orientation, posting of agendas, logging and tracking service hours, attendance of meetings, and completion of minutes in promptly, provides administrative support and management of the additional boards, which include special districts, community redevelopment agencies, special magistrate, red light camera hearings, canvassing boards, bid openings, requests for proposals, requests for qualifications, and evaluation and ranking committees.
  
• Assists in the management of the City records by ensuring proper recording, electronic filing, proofreading, editing, retention, and disposition of municipal documents. (e.g. ordinances, resolutions, contracts, agreements, cemetery deeds, etc.) Responsible to assist with the fulfillment of public record requests for the City Clerk's Department. This includes providing acknowledgment, redaction, citing exempting, and completion completing the quest promptly.
  
• Serves as the assistant to the City Clerk during the election process. Responsible for assisting with precinct staffing, signature verification of mail-in ballots, posting of public meeting notices, agenda composition, attendance of canvassing board meetings, preparation of election certification documents, and ensuring the proper recording of minutes.
  
• Processes official cemetery records, create authorization agreements, and other cemetery documents as necessary. Coordinates activities and supervises the work of subordinate staff to ensure the timeliness and accuracy of all duties. Ensures work schedules/projects proceed on schedule. Resolves complicated customer-related problems.
  
• Provides support to the City Commission with respect to all forms of correspondence and travel arrangements.
  
• Performs additional duties as assigned by the City Clerk or the City Manager to be consistent with the City Charter and/or any approved City Ordinances or Resolutions.

Environment:

Duties are performed primarily within an office environment or setting.

Knowledge/Skills/Abilities:

• Required knowledge and experience are normally obtained through the completion of an advanced education from an accredited educational institution of higher learning resulting in an Associate's Degree. Three (3) to five (5) five years of work-related experience and a Certified Municipal Clerk (CMC) designation are required within three years of employment.
  

• A Bachelor's Degree in Public Administration or a related field is preferred.
  

• Must possess good oral and written communication skills.

• 
  Must be able to read and understand Federal and State regulations, and City policies and procedure manuals.

• 
  Ability to remain up-to-date on Federal, State, and City regulations, best practices, and policies affecting department activities.

• 
  Ability to establish and maintain effective working and professional relationships with City and other public employees, public officials, contractors, consultants, vendors, media, and the general public.

• 
  Ability to perform basic mathematical equations necessary to perform budget and procurement analyses.
  

• Competent ability to use a computer, Microsoft Office programs (e.g. Word, Excel, PowerPoint, etc.), and other work-related software.

Other Requirements:

• Must possess a valid Florida Class E driver's license.
  

• Must pass applicable pre-employment testing and background checks.

SPECIAL REQUIREMENT:

This position may be required to report for work when a declaration of emergency has been declared in Polk County.