Deputy City Clerk

General Description

This position provides professional and complex administrative support duties for the City Clerk assuring adherence to City and department policies and procedures. This position must exercise a high degree of professionalism with the ability to work efficiently and effectively with the public, staff, and elected officials.

Works independently under minimal supervision of the City Clerk.

This position is exempt.

Fair Labor Standard Act overtime provisions will not 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.

• Responsible for assimilating, publishing, and distributing agenda development process for all City Council meetings, Charter Review Committee meetings, Community Redevelopment Agency (CRA) meetings, Budget Public Hearings, and related Special meetings and workshops and any additional boards/committees as assigned.
• Coordinate and schedule the invocations for City Council meetings.
• Prepares, transcribes and edits minutes of City Council meetings, workshops, special meetings, Budget Public Hearings, Community Redevelopment Agency (CRA), Charter Review Committee meetings and any additional boards/committees as assigned.
• Prepares and initiates agenda items and staff report in agenda development software for City Council meetings, Charter Review Committee meetings, Community Redevelopment Agency (CRA) meetings, Budget Public Hearings, Special Meetings, workshops and any additional boards/committees as assigned.
• Attend meetings as the recording secretary to record and take minutes at the Charter Review Committee meetings and any additional boards/committees as assigned.
• Attends meetings to assist the City Clerk at City Council, Special Meetings, workshops, Community Redevelopment Agency (CRA) and Budget Public Hearings.
• Manages the long-range agenda and corresponds with departments related to agenda items.
• Drafts, tracks, prepares, and formats ordinances, resolutions, proclamations, certificates, agreements, and contracts.
• Provides training to the Clerk’s Office Coordinator as the back up to the Deputy City Clerk.
• Updates department web pages.
• Responsible for obtaining required signatures on approved legal documents and distributing finalized documents to the appropriate departments. Updates all documents to reflect Council approved amendments prior to dissemination.
• Prepares and transmits documents for recording with the Lake County Clerk of Courts office.
• Responsible for indexing the issuance of resolutions numbers, ordinance numbers, and meeting minutes.
• Responsible for documenting Council action on each agenda item.
• Completes Financial Disclosure requirements to include notification letters to appointed and elected officials.
• Assists with department projects assigned by the City Clerk.
• Responsible for preparing and reviewing all public notices and legal advertisements citywide, ensuring compliance with Florida Statutes and the City Code. Coordinates with local newspapers regarding publication schedules, required content, formatting, proofs and processes invoices for all legal advertising.
• Creates annual calendar of City Council meetings.
• Serves as the Garbage Franchise Coordinator responsible for processing and creating agreements and serves as point of contact.
• Coordinates codification of City Code of Ordinances to include preparation of ordinances, publication, and updating all department codebooks with…