Records and Legislative Services Administrator

Advanced Administrative Clerk

The purpose of this classification is to perform advanced administrative, legislative, official records, public records, and official document functions of the City Clerk's Office. The Records and Legislative Services Administrator works closely with and reports directly to the City Clerk and Chief Deputy City Clerk. Work includes processing and archiving City Council legislation and related agreements, contracts, legal notices, exhibits, and attachments;

composing and reviewing City Council minutes; managing advisory board and committee members' terms and process appointments; performing historical records researches; reviewing complex public records requests, researching and responding to requestors; and supporting compliance with Florida Public Records Law, Sunshine Law, records retention requirements, and municipal legislative procedures.

Work requires a high level of accuracy, confidentiality, independent judgment, legal and technical document review skills, attention to detail, and the ability to understand and apply laws, policies, procedures, and administrative requirements.

The following duties are normal for this position. Omission of a specific duty does not exclude it if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Reviews, edits, processes, tracks, finalizes, and maintains ordinances, resolutions, proclamations, contracts, agreements, legal notices, deeds, easements, supporting documents, exhibits, attachments, and other official City records for completeness, accuracy, proper formatting, routing, execution, recording, indexing, and retention.
• Maintains legislative tracking systems, document logs, indexing systems, records databases, and related systems used to monitor official City actions and documents.
• Coordinates with the City Attorney's Office regarding ordinances, resolutions, contracts, legal notices, public records exemptions, red actions, and other legal or legislative matters.
• Clerks board, committee, and City Council, meetings; records proceedings using applicable software programs; composes and edits minutes; verifies supporting documents, exhibits, and attachments for inclusion in the official record; and finalizes the official record of proceedings.
• Assists with the advisory board and committee appointment process; schedules interviews; prepares agenda memoranda; presents items to City Council; maintains member and attendance databases; communicates with applicants and members; orders appreciation plaques; prepares news releases for vacancies; facilitates the Sam Noe Award process; and reports to the Florida Commission on Ethics regarding financial disclosure statements.
• Assists with the review and coordination of complex public records requests, including requests involving multiple departments, extensive searches, confidential or exempt information, red actions, emails, and other sensitive records.
• Reviews responsive records for potential statutory exemptions and confidential information and coordinates with departments regarding red actions, exemptions, records searches, retention questions, records organization, document preservation, and response procedures.
• Prepares correspondence, memoranda, reports, notices, certifications, acknowledgments, and other documents related to legislative services, official records, and public records requests.
• Performs historical records research; assists with records management projects, including scanning, indexing, electronic records organization, retention compliance, destruction requests, archival preservation, and records retrieval; and assists with the recording of documents in the official records of the County, as applicable.
• Provides technical assistance and guidance to City departments regarding legislative document processing, public records procedures, records retention, and official records requirements.
• Responds to concerns and requests from citizens and visitors, provides information on policies and procedures, directs inquiries to appropriate departments, and communicates with the public, City departments, outside agencies, and other stakeholders regarding matters involving the mission of the City Clerk's Office.
• Maintains confidentiality of sensitive records, legal matters, personnel information, exempt records, litigation materials, and other confidential or protected information.

Additional functions include performing other related duties as required.

Minimum qualifications include an associate's degree in Business Management, Public Administration, Business Administration, Legal Studies, Records Management, Paralegal Science, or a closely related field, supplemented by progressively responsible experience in administrative support work demonstrating excellent written communication, organizational, legislative, records, public records, or legal document review skills, preferably in a governmental agency or municipal environment; or any…