|SENIOR ASSISTANT CITY CLERK|
|Middle Management/Professional/NM AD|
|This position supervises a variety of functions within the City Clerk's office; attends Senior staff, Workshop, Agenda Review and City Council meetings; records and finalizes official minutes of meetings; coordinates development of annual operating budget, coordinates and supervises the agenda review process, including review of the agenda and agenda reports for compliance with internal procedures, local policies and state law; preparation of the agenda; monitors and ensures that all legal and public notices for hearings/ordinances, etc. are advertised accurately and according to the requirements of state law; finalizes official Council resolutions, ordinances; administers and maintains the City records, including all official contracts, deeds, records and legislative history of the Council; supervises a public information/research counter and requests for information under the Public Records Act, as well as requests for records and information from other departments; trains, reviews and evaluates the work of staff that includes the preparation of performance appraisals and approval of time off, and assists the City Clerk in the preparation and performance of municipal elections, including the recording of the Canvassing Board minutes; plans, organizes, assigns, directs, trains, reviews and evaluates the work of staff and participates in their selections; assists staff on work programs and work development plans; provides cross-training.|
|Receive and approve council agenda items and create agendas for City Council meetings using the Paperless Agenda Program.
Attend Senior Staff meetings, Council Workshop, Agenda Review and City Council meetings.
Record and draft minutes of Council Workshop, Agenda Review and City Council meetings.
Index, research and assign documentary numbers to all agenda items approved by City Council. Record documents in public records as mandated by law.
Sign and notarize coucil documents of behalf of the City of Orlando in concert with the Mayor/Mayor Pro Tem.
Supervise, assign and review the work of support staff with regard to City's legal advertising; processing of all notices of claims and law suits filed against the City; policies and procedures; scheduling of City Hall facilities for meetings and events.
Evaluate support staff. Process personnel transaction forms and evaluations forms for support staff.
Attend bid openings on Public Works' projects, construction of City Hall facilities, bond issues. Secure and keep ballots on file in the City Clerk's office.
Notarize various legal documents such as contracts, ordinances, development agreements, as an official representative of the City of Orlando; ensure appropriate documents are recorded in Public Records.
Maintain up-to-date master copy of the City Charter and City Code; maintain compilation of policies adopted by City Council.
Serve as consultant on City Charter and City Code, requiring thorough knowledge of ordinances, policies and procedures.
Process and approve payroll for all staff in the City Clerk's office.
Develop, prepare and administer City Clerk's annual operating budget; monthly printouts and review of City Clerk's operating expenses; evaluate operations of City Clerk's office; formulate and revise internal operationg procedures.
Conduct regular and special City elections; receive and review financial reports from candidates to ensure the reports were filed in a timely and correct manner; record and draft minutes of Canvassing Board meetings during elections; maintain official election book on all City elections.
Conduct research as requested by Commissioners, department heads and citizens regarding official documents and City Council actions.
|Knowledge of City Charter and City Code and Election Code.
Knowledge of principles and practices of effective employee supervision, including selection, training, evaluation and discipline.
Knowledge of City's policies and procedures.
Ability to interpret a variety of public documents including contracts and ordinances.
Ability to establish and maintain a professional working relationship at all levels.
Skilled in planning, organizing, assigning, directing, reviewing and evaluating the work of assigned staff.
Skilled in conducting research, analyzing and interpreting administrative procedures and regulations, legal documents and local and state law.
Skilled in exercising sound, independent judgment within general policy guidelines.
Skilled in preparing clear, concise and complete Council meeting documentation and other written correspondence and reports.
Skilled in computer software systems such as Windows 2000, Microsoft Word, Excel, Lotus Notes, J.D. Edwards and PowerPoint.
Skilled in organizational, oral, written and communication skills.
Skilled with attention to detail.
|Bachelor's Degree in Business/Public Administration and two (2) to three (3) years of extensive clerical experience of a responsible nature, must have one (1) year of the two (2) years of supervisory experience; or an equivalent combination of education, training and/or experience.
May be required to pass a typing and/or dictation test.
REVISED: 5/5/2006 -CF-Education requirement changed from High School to Bachelor's Degree in Bus./Pub.Admin. based on position reclass completed on 1/02/06.