Assistant Town Clerk

Salary: $67,690.73 Annually
Location : 200 Military Trail Jupiter, FL 33458
Job Type: Full Time
Job Number: CY26-00017
Department: Town Clerk
Opening Date: 03/06/2026
Closing Date: Continuous

PURPOSE OF CLASSIFICATION
The purpose of this classification is to assist the Town Clerk in the management and coordination of the functions of the Town Clerk's Office.

ESSENTIAL FUNCTIONS
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Assist in the preparation of agendas and packets for Town Council meetings; records and transcribes minutes of Town Council and Board meetings; distributes documentation to Council members, staff members, the public, or others as appropriate.
Performs customer service functions; provides assistance and information related to Town/department activities, boards/committees, documentation, procedures, fees, or other issues; responds to routine questions or complaints; initiates problem resolution.
Researches various subjects as needed for special projects.
Collaborates with Information Systems (IS) Department on system improvements for best practices. Provides technical advice and direction regarding new developments in records management policies and procedures.
Performs a variety of management and administrative functions including assisting with departmental budget preparation; monitoring expenditures; managing the annexation process; and assisting with development of departmental goals and objectives.
Assists in the recruitment process for volunteers to serve on the Town's Boards and Committees.

- Serve as a Board or Committee Staff Liaison or Recording Secretary as needed. Oversees the planning and management of the annual Boards and Committees Appreciation Luncheon. Oversees the management of Boards and Committees on-boarding, appointment process and preparation of binders for Council Members. Assist with Boards and Committees semi-annual goals and objectives process and bi-annual Ethics training.
Coordinates with the Town Clerk on promotional items on behalf of the office, including hosting local municipal clerk's association annual event.
Updates information in the Town Times Newsletter and serves as one of the Town Clerk Web Content Managers and processes electronic agenda, and posting audio files for Town website.
Helps coordinate the advertising of Council notices, bids, or other advertisements in local newspapers; maintains advertising records for proof of publication.
Certifies and notarizes legal documents, administers oaths of office for Police Officers and elected officials in the absence of the Town Clerk
Assists in managing and coordinating municipal elections; assists in hiring poll workers; assists in coordinating and certifying election results.
Coordinates public records requests and subpoenas to ensure prompt responses and adherence to Florida Statutes.
Coordinates Town wide Ethics, Sunshine Law, Agenda Management, and Public Records training, as needed.
Assist with budgetary duties such as budget preparation, expenditure review or budget administration to ensure compliance with approved budget.
Assists in preparing and/or monitoring budget for area of assignment; monitors status of expenditures in relation to available funds in budget accounts; obtains price quotes for purchases as required.
Prepares, publishes and posts legal advertisements, ordinances, public hearings/notices, and agendas.
Performs duties of Town Clerk as authorized, and maintains responsibility for all functions in the absence of the Town Clerk, which shall include supervising staff, approving time sheets, exercising independent judgment, making decisions, certifying documents, receiving/signing for subpoenas, receiving/distributing mail, or other tasks.
Attends bid openings, as needed.
Attends public meetings, as needed; sets up meeting facilities; sets up audio/visual equipment, photographic equipment, recorders, displays, or other requirements, as needed.
Prepares or completes various forms, reports, correspondence, lists, agendas, meeting packets, meeting minutes, legal notices, advertisements, field purchase orders, time sheets, tables, charts, or other documents in conjunction with the Office functions.
Receives various forms, reports, correspondence, lists, agenda items, public records requests, legal documents, contracts, ordinances, resolutions, proclamations, code books, Town records, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, imaging, research, e-mail, Internet, or other computer programs; performs basic maintenance of computer system and office equipment, such as…