JOB TITLE: Deputy Clerk: Full Time, Salary Exempt, Reports to Town Clerk
GENERAL DESCRIPTION:
Under general supervision, the Deputy Clerk performs a variety of clerical and administrative duties in the Administration Department. Work involves serving as primary backup and assistant to the Town Clerk/Treasurer. The Deputy Clerk is responsible for coordinating and tracking meetings for the Town Commission, Boards, and Committees by providing any support required for the meetings, maintaining files, and serving the public. The Deputy Clerk maintains and organizes Town records while abiding by applicable Florida law on records management and performs other duties assigned by the Town Clerk/Treasurer or the Mayor (or his/her designee).
Duties may include, but are not limited to, the following:
- Attend all Town Commission meetings and take minutes.
- Attend Finance Committee meetings and any other requested Board or Committee meetings.
- Maintain schedule of Town Commission, Town Board, and Town Committee meetings; verify availability of a quorum for each meeting; schedule meeting facilities; notify attendees of meeting times and places; prepare meeting packets; set up meeting room.
- Prepares notices to the public of all meetings of the Town Commission and Town Boards and Committees, and prepares notices in a publication of general circulation all public hearings and proposed laws of the Town being considered by the Commission for enactment.
- Maintain and update monthly office calendar and prepare meeting notices for town webpage and bulletin boards.
- Creates Municipal Announcements Reports & Vital Information Network (MARVIN) reports.
- Draft, proofread, transcribe, and type correspondence, agendas, minutes, reports, legal notices, documents, forms, and responses as requested by Town Clerk; maintain Commission, Board, and Committee member lists.
- Serve as a liaison between the Town office and other Town departments, Boards, and Committees.
- Assist Town Clerk with grant research, identification, and application, including tracking and monitoring progress of grant applications and approved grants.
- Assist Town Clerk with records retention, retrieval, storage, and destruction of Town records, in accordance with State Statutes.
- Assist Town Clerk in conducting Town elections as prescribed by law, including but not limited to: qualifying of candidates, certifying of election results, and providing reports to the appropriate county and state officials.
- Maintain Town code book; assist with codifications; post updated copies to Town’s master copy and distribute to all departments, Town Commissioners, and Committee Chairpersons.
- Assist the Town Clerk with the annual budget, ensuring compliance with all reporting requirements under TRIM (Truth in Millage) guidance and State Statutes.
- ·Assist the Town Clerk with policy and procedure manuals in conjunction with the Town’s assessed risk and emergency management guidelines.
- Create, coordinate, monitor, and track Requests for Proposals (RFP) and Requests for Quotes (RFQ).
- Fill routine public records requests.
- Establish and maintain effective working relationships with the Mayor, Town Commission, department heads, employees, and the general public.
- Monitor and maintain the Town website.
- Perform specific tasks as required by state law, Town Code, and/or the Town Clerk’s direction.
- MINIMUM QUALIFICATIONS:
- Bachelor’s degree preferred, Associate’s degree desired. High School Diploma or equivalent required.
- Knowledge of organization, function, and activities of municipal government.
- Knowledge of State and Federal laws regarding Records Retention and Disposal, public records laws, Florida Government in the Sunshine Laws, elections, payroll, Fair Labor Standards.
- Knowledge of municipal codes and ordinances, State Statutes, and familiarity with the code of ordinances of the Town of Melbourne Village.
- Knowledge of the legal requirements, rules, and procedures governing meetings of the Town Commission, Town Boards, and Town Committees.
- Knowledge of how to draft ordinances, resolutions, and other municipal documents.
- Ability to use general office equipment, computers, and software to produce reports, spreadsheets, and presentations.
- Ability and willingness to obtain Clerk certification and Notary Public commission.
- Ability to communicate effectively, both orally and in writing.
- Maintain a friendly and helpful working relationship with co-workers, citizens, and public officials.
- Valid, active Florida driver’s license.
Job Type: Full-time
Pay: $40,000.00 - $50,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Ability to Commute:
- Melbourne Village, FL 32904 (Required)
Work Location: In person
