City Clerk Coordinator

Job Summary

The City Clerk Coordinator provides a broad range of administrative and operational support to the City Clerk's Office, functioning as both a public-facing representative of the office and a hands‑on contributor to municipal records management and City Council support activities. This position requires strong customer service skills, the ability to multitask effectively, and a willingness to work across multiple areas of the office simultaneously.

The City Clerk Coordinator is an ideal role for individuals with solid administrative experience who are looking to grow within municipal government and build a foundation toward advancement in the City Clerk's Office.

• Serves as a primary point of contact for incoming calls, walk‑ins, and public inquiries, providing courteous, professional, and accurate assistance.
• Assists residents and staff in navigating City services and directs inquiries to the appropriate department or resource.
• Maintains a positive and professional demeanor in all interactions, representing the City Clerk's Office and the City of Crestview with excellence.
• Assists the City Clerk in developing and maintaining Standard Operating Procedures (SOPs) for records management, retention, and destruction in accordance with Florida state law.
• Ensures that ordinances requiring recording are properly recorded, filed, and updated in the City's records system.
• Categorizes and files resolutions and other official municipal documents for accurate retrieval and compliance.
• Assists in the organization and maintenance of municipal records, including ordinances, resolutions, contracts, and other official documents.
• Assists in the preparation and distribution of City Council and advisory board meeting agendas and supporting materials.
• Coordinates and maintains the City Council calendar, integrating city events, meetings, and deadlines to ensure timely scheduling.
• Assists with maintaining accurate records and documentation related to City Council and board activities.
• Supports the City Clerk in preparing and distributing official City communications, meeting notices, and public postings.
• Processes requisitions for the City Clerk and City Council, ensuring proper documentation and budget compliance.
• Manages all travel arrangements and processes travel reimbursements for City Council members and City Clerk's Office staff.
• Provides general administrative support to the City Clerk's Office, including correspondence, data entry, filing, and scheduling.
• Facilitates communication between the City Clerk's Office and other city departments to support efficient municipal operations.
• Coordinates with departments to gather and organize information as needed for office functions.
• Performs other duties as assigned by the City Clerk or City Council as needed to support the operations of the City Clerk's Office.
• Assists in the training and onboarding of new employees as directed.

• Strong customer service skills with the ability to interact professionally and effectively with residents, employees, and officials.
• Ability to manage multiple tasks and competing priorities simultaneously while maintaining accuracy and attention to detail.
• Strong organizational and time‑management skills, with the ability to plan, prioritize, and follow through on assigned tasks and deadlines.
• Working knowledge of municipal government organization, structure, and functions.
• Knowledge of applicable Florida state laws, local ordinances, and City policies and procedures.
• Understanding of records management principles, including retention schedules and legal requirements for recording, filing, and disclosure.
• Familiarity with Florida Sunshine Law requirements related to public records and open meetings.
• Ability to accurately record, organize, and maintain municipal records and documents.
• Ability to type accurately and at a proficient speed.
• Ability to communicate effectively, both verbally and in writing, with employees, officials, and the public.
• Ability to establish and maintain positive, professional working relationships across departments and with community members.
• Proficiency in standard office…