Municipal Records Specialist

This position provides administrative support to the City Clerk’s office. Work is performed under general supervision.

This position is non-exempt. Fair Labor Standards Act overtime provisions will apply.

Per Florida Statute 295.065, certain service members and veterans, and the spouses and family members of such service members and veterans, receive preference and priority, and that certain service members may be eligible to receive waivers for postsecondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled.

• Welcomes and assists visitors at the front desk, providing prompt and courteous customer service, including answering calls and directing inquiries.
• Serves as the primary point of contact for lien search inquiries and processes liens and public records requests in accordance with applicable laws policies and procedures.
• Delivers exceptional service to both internal and external customers by responding promptly and professionally to inquiries, requests for assistance, concerns, and complaints within assigned areas of responsibility.
• Responsible for cemetery records and coordinates the sale of burial spaces in collaboration with field staff.
  
  Assists individuals with selecting and purchasing cemetery plots by arranging site visits through the appropriate department. Processes payment and maintains accurate records in the cemetery software to track site availability. Prepares and mails cemetery deeds to confirm ownership.
  
  Coordinates the process for reselling plots back to the city. Communicates with the funeral homes to confirm vault installation and coordinates funeral arrangements.
• Reviews and matches receipts to corresponding invoices for accurate payment processing. Reconciles vendor statements, verifies account balances, verifies account balances, resolves discrepancies, and coordinates with vendors and buyers as necessary. Prepares and reconciles month-end closing reports. Processes payments issued through the City Clerk’s office. Maintains the petty cash drawer, ensuring accurate balance and documentation.
• Responsible for ordering and replenishment of departmental supplies to ensure consistent availability and operational efficiency.
• Collects, processes, and deposits daily cash receipts, to include public record request payments.
• Processes daily invoice statements, electronic purchase order and financial system, and budget reports.
• Inputs and routes public record requests to appropriate city departments for processing within JustFOIA software.
• Processes and issues invoices to requestors inside JustFOIA software for Public Record Requests.
• Provides exceptional service to internal and external customers and receives and responds to inquiries, requests for assistance, concerns, and complaints in areas of responsibility.
• Provides notary services for official City documents. Responsible for the mail room operations at City Hall including mail distribution, postage meter, ordering supplies, copier, room organization, reports, schedules maintenance and repairs, and trains departments on use of all mail room equipment.
• Updates department webpages on the City’s website to ensure information, forms, links, and resources remain accurate, current, and accessible to the public.
• Performs other duties as assigned.

• High school diploma or GED.
• Three (3) years of progressively responsible government, clerical, administrative, customer service, records, financial transaction processing, or related office experience experience, preferably in a Municipal Clerk’s office.
• Florida Notary Public, or obtain within six (6) months from the date of employment.
• Valid Florida Driver’s license (Class
  
  E).

In some cases, an equivalent…