|CITY CLERK AIDE|
|SEIU White Collar Non-Exempt|
|Performs responsible administrative work assisting the City Clerk and Deputy City Clerk. Duties include administering and coordinating the Administrative Services Program and Citizen Police Review Board and performing other duties required by the City Code, Charter and Policy and Procedures. Work is governed by broad instructions, objectives, and policies. Work requires coordination of effort by more than one City operation and planning of various interrelated activities.|
|Coordinates and schedules City Hall facilities for in-house and public use such as public tours, meetings and events. Schedules speakers from other City offices as requested by schools, community organizations, and the Mayor's Office. Incorporates all City committee meetings on master schedule and post weekly in order to comply with the Florida Sunshine Law.
Coordinates and/or participates in the recruitment, screening, selection, and employment processing of all temporary clerical/secretarial personnel; maintains directory listing of all temporary personnel and ensures all required employment documents are submitted in a timely manner.
Reviews and processes all requests for temporary clerical/secretarial support in accordance with established policy and procedures; verifies the availability of funds and consults with managers regarding their needs. Conducts orientations for temporary personnel, to include an overall of City operations, nature of job assignment, office rules and performance standards.
Coordinates, schedules, and determines job assignment of temporary personnel based on an assessment of their skills and qualifications; monitors employee performance and maintains quality control through user evaluations and/or direct observation of work in progress and final product.
Supports City Clerk and Deputy City Clerk in City Code and Charter requirements of their positions. Maintains current City Policy and Procedures Manual beginning with scheduling City Operations Committee meetings through preparation and City-wide distribution of Manual revisions. Monitors City Charter and Code revisions from passage of ordinances through proofreading to authorization for payments of bills submitted for printing.
Administers missing documents list from official records. Maintains computerized registration of lobbyists in accordance with Florida State Statutes and City Code requirements. Maintains all attendance records and processes payroll transactions in accordance with City policies and procedures. Maintains productivity records of unit and compiles data for management reports; participates in the development and administration of the program's annual operating budget.
Performs other related duties as needed to facilitate the accomplishment of the goals and objectives of the City Clerk's Office.
|Knowledge of office management practices and supervision.
Knowledge of City Code, Policy & Procedures, municipal operations and parliamentary procedures.
Knowledge of basic accounting and bookkeeping practices.
Knowledge of computer software packages such as Microsoft Word, Excel. J.D. Edwards, Access Lotus Notes and Windows.
Ability to set-up and coordinate meetings, training sessions, conferences.
Ability to prioritize, coordinate, and schedule multiple assignments.
Ability to proofread, layout and compose documents.
Ability to communicate effectively both verbally and in writing.
Ability to operate with proficiency with personal computers and other standard office equipment.
|Associate Degree in Secretarial Science, Public Administration, Business Administration or related field plus a minimum of two (2) years progressively responsible office management experience to include knowledge of personal computers/word processing equipment; or an equivalent combination of education, training and experience.|