JOB OVERVIEW:
Candidates must have prior municipal clerk experience and a working knowledge of municipal government operations.
GENERAL PURPOSE: Under the direction of the Town Administrator, performs statutory responsibilities as Town Election Official, Secretary to the Commission, Municipal Corporation, and Planning & Zoning Board. Professional administrative duties include coordinating building, code enforcement, and planning and development activities, and serving as a liaison to contracted service providers.
SUPERVISION EXERCISED: Exercises administrative direction and authority over specified Town operations and associated departments as assigned.
ESSENTIAL DUTIES & RESPONSIBILITIES:
- Secretary to the Commission: Record official minutes of the Commission
- . Handle municipal correspondence, incoming and outgoing, as directed or requested by the Commission.
- Prepare meeting agendas. Process, record, file, and advertise ordinances, resolutions, and notices.
- Process, record, file, and advertise bids for municipal projects and equipment
- Advertise, record, and file the municipal budget. Update all TRIM requirements and make sure the Town complies.
- Perform liaison work between the public and the Commission as may be directed. Administer and record oaths of office.
- Maintain custody of all official records not specifically handled by other departments. Supervise record retention/destruction procedure.
SECRETARY OF THE MUNICIPAL CORPORATION:
- Maintain custody of the municipal seal.
- Sign official documents.
- Maintains receipt of service and legal documents. Prepare official records for legal actions.
ELECTION OFFICIAL:
- Acts as the Supervisor of Elections for the municipal election
- Receive and supervise local candidates’ qualification process.
- Coordinate local election with County Supervisor of Elections.
- Provide layout of local ballot for all elections.
- Collect and furnish materials for local elections.
- Maintain receipt of election results.
SECRETARY TO THE PLANNING AND ZONING BOARD:
- Record official minutes of the Board.
- Prepare meeting agendas.
- Coordinate Planning and Zoning Board actions with Commission and residents, e.g. recommendations for ordinances, variance applications, etc.
- Coordinates intake of Development Applications through post-development application processing.
SECRETARY TO THE CODE ENFORCEMENT BOARD:
- Coordinates Special Master hearings.
- Prepare meeting agendas.
- Coordinate with Code Enforcement Officer to ensure that code violation notices are sent to property owners in a timely manner.
HUMAN RESOURCE/PERSONNEL SUPERVISOR:
- New employee orientation, supplying forms, enrollments, scheduling physicals, etc.
- Oversees Workers' Compensation Claims, Unemployment Claims
- Assists in Updating Employee Manual
- Oversees Ethics Training to ensure compliance
BUILDING DEPARTMENT:
- Supervises day-to-day building department activities
- Responsible for Business Tax Receipts and Renewals
- Oversees annual sewer maintenance assessments
- Invoices out annual fire inspections
PERIPHERAL DUTIES:
- Maintains codification of Town Ordinances. Supervise updating of code books.
- Oversee the issuance of business tax receipts, certificates of use, contractor registrations, beach parking passes, for sale/for rent, and garage sale permits.
- Oversee building permit applications from receipt through issuance; ensure that a complete and accurate record is maintained of all building permits issued by the town.
- Ensure that a complete and accurate record is kept of all site plan applications and plans, architectural/aesthetic applications and plans and variance applications, documents and plans; supervise oversight of resulting projects.
- Serve as member of Development Review Committee.
- Determine, justify, and report emergency loss claims and coordinate with outside agencies to ensure timely and accurate reimbursement.
- Provide notification of expiration dates on various matters, e.g., terms of various boards.
- Maintain network with other municipalities for information exchange. Ensure that the town website is properly maintained and updated.
- Attend and participate in conferences, meetings and work sessions on behalf of the Town.
- Prepare correspondence and/or supporting data as may be needed by the Town Commission.
- Maintain assessment program(s), including supervising annual billing in August.
- Oversee town Safety Program. Other day-to-day duties that may arise.
DESIRED MINIMUM QUALIFICATIONS:
Knowledge, Skills and Abilities:
- Thorough knowledge of local codes, ordinances and regulations
- Ability to communicate clearly and concisely, orally and in writing
- Ability to work independently and effectively in organizing and implementing various assigned tasks
- Ability to plan, prepare and operate under approved budget
- Ability to establish and maintain effective working relationships with elected officials, department officials, other employees, community groups and the public
Education and Experience:
- Certified Municipal Clerk (CMC)
- Bachelor’s degree in business or public administration or at least three years of progressively responsible experience in a municipal environment.
- Related training and experience
SPECIAL REQUIREMENTS: Must possess current Notary Public Commission or ability to obtain one; should possess a valid Florida State driver’s license.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand, sit, walk, use hands to manipulate, handle, feel or operate objects, and reach with hands and arms.
TOOLS & EQUIPMENT USED: Phone system, personal computer including word processing software, calculator, copy machine, and fax machine.
ENVIRONMENTAL CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
SELECTION GUIDELINES:
- Formal application with evaluation of education, training and experience
- Oral interview
- Background investigation
- Drug screening as established in the Town’s Drug Free Workplace policy
- Job-related tests as deemed necessary
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs and requirements of the job change.
To view this job openings and complete an employment application, please visit the Employment Opportunities page on the Town's website.
https://www.palmbeachshoresfl.us/how_do_i/apply_for/employment/index.php
Pay: $80,000.00 - $100,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid sick time
- Paid time off
- Vision insurance
Work Location: In person
