|DDB/CRA BOARD SECRETARY|
|SEIU White Collar Non-Exempt|
|Performs responsible administrative and secretarial support for the Downtown Development Board, the Community Redevelopment Agency Advisory Board and the Appearance Review Board. An employee assigned to this position is responsible for attending meetings, preparing notices and other documents, assembling board packets, recording and typing minutes, maintaining records, tracking calendar to ensure documents are filed and processed on time and in accordance with legal requirements, and providing information on policies and procedures to staff and citizens. Work is performed under general supervision of the Administrative Specialist and is reviewed while in progress and results achieved.|
|Prepares notices, agendas, material and related reports for meetings; posts and/or publishes legal notices City's website within the appropriate time requirements; prepares board member packets; compiles supporting documents for agendas.
Prepares and distributes board meeting notices, records meeting minutes and resolutions.
Attends meetings of the Board, records minutes making sure that all actions, motions, and decisions are duly noted; ensures a quorum and parliamentary procedures followed; transcribes minutes including a description of Board's insights; type and distributes minutes for approval; ensures compliance with all legal requirements.
Performs general secretarial duties including screening calls and incoming mail; maintains calendar, schedules appointments, tracks important dates to ensure meeting deadlines and sends our reminder of important events; prepares correspondence and documents; handles personal and/or confidential mail; receives petitions, waivers, etc., on behalf of the Board; provides information and assistance as necessary.
Serves as the official records manager for the Board; maintains and retrieves case information and/or records of decisions and resolutions by the Board; complies with Public Records Acts; prepares and organizes files; maintains all records and files necessary forms with others; implements retention policy; disposes of old records only with approval of the Board and in accordance with regulations. Attests to all official documents; witnesses and verifies signatures on documents; may serve as the Public Notary.
Responds to requests for information and assistance from Board members, staff, and the public providing good customer service; searches files for a variety of source materials to serve as background for reports and information needed by the Board, staff, and others.
Provides other clerical support to the division as needed.
|Knowledge of office administration, practices, and procedures.
Knowledge of English grammar, spelling, and punctuation.
Working knowledge of City policies and procedures.
Knowledge of the operation, function, rules, and scope of authority for Boards as it related to cases and providing general information.
Knowledge and ability to ensure that meetings comply with the Ralph M. Brown Act regarding open meetings as well as implementing parliamentary procedures.
Knowledge of parliamentary procedures or method of conducting meetings and basic types of motions such as Robert's Rules.
Knowledge and implementation of the Public Records Act and Florida's Sunshine law.
Knowledge of the Public Records Act and have the ability to deal with public records issues.
Computer skills such as with Microsoft Windows, Office Suite (Word, Excel), and ability to learn specialized systems used for board business.
Secretarial skills including typing, recording minutes and transcribing.
Ability to work independently, organization and prioritize work, and meet multiple deadlines.
Ability to provide good customer service and to handle the public in a tactful manner and exercise good judgment when making decisions.
Ability to maintain effective working relationships with Board members, officials, department manager and staff and the general public.
Ability to type a minimum of 55 cwpm and take dictation at 80 wpm.
|Associate Degree in Business Administration or secretarial technical training and (2) two years of progressively responsible secretarial work including recording minutes; experience with community development or citizen board is desirable; or an equivalent combination of education and experience. Some positions may require becoming a Public Notary. Valid Florida Drivers license is required. Must type 55 cwpm and 80/100 wpm dictation skills. If appropriate, comparable test may be substituted for dictation skills test.|