Deputy Town Clerk

Position: DEPUTY TOWN CLERK
Deputy Town Clerk  The Deputy Town Clerk provides professional administrative support to the Town Clerk's Office, assisting with Town Council and board meetings, public records management, legal notices, and municipal elections. This position is responsible for preparing agendas and minutes, maintaining official records, and ensuring compliance with applicable laws and procedures. The Deputy Town Clerk also provides cross-functional assistance to the Human Resources Division as needed.

This position reports to the Human Resources Director/Town Clerk.

Job Duties  Essential functions are fundamental job duties. They do not include marginal tasks, which are also performed but are not incidental to the primary functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, nor does every position allocated to the job necessarily perform every duty listed.

The essential functions identified for this job are:
Performs a variety of highly responsible, confidential, skilled, and professional administrative and executive support tasks, assisting the Town Clerk with administrative detail while exercising independent judgment.
Prepares and transmits legal notices/advertisements, meeting deadlines in accordance with Florida Statutes and/or the Code of Ordinances; keeps up with changes in laws that affect the requirements; tracks and verifies that each notice/advertisement has been printed correctly and published on the proper date.
Possesses knowledge of quasi-judicial rules of procedure and effectively applies it when drafting agendas and assisting board members.
Assists in administering municipal elections, including the preparation of qualifying packets, receipt of qualifying papers, and attendance at election meetings and canvassing board meetings.
Serves as the liaison for the Town boards and committees, including the application process;
Manages database of Board and Committee members' appointments and attendance records; swears in new and reappointed Board members in the absence of the Town Clerk.
Attends and performs clerk duties at regular meetings, special meetings, and workshops as required; sets up Town Council Chambers and other meeting areas as needed; acts as recording secretary; composes and transcribes minutes and Summaries of Actions in accordance with established procedures.
Assists with preparation of Board and Committee agenda packets and distribution; also assists with the preparation of Resolutions, Ordinances, Proclamations, and staff reports as needed.
Performs daily administrative operations of the department, e.g., filing, scanning, composing and/or editing graphs, reports, correspondence, and other documents.
Ensures compliance with state and local laws and regulations related to record keeping and town operations; assists in maintaining the town's municipal code by processing and filing adopted regulations to the Town's codifier of legal documents.
Establishes and maintains effective working relationships with other staff, outside agencies, and the public; provides administrative support for Mayor and Town Council Members in a professional, courteous, and efficient manner.
Maintains a positive public image and fosters a strong working relationship with citizens, the Town Manager, Town Attorney, Department Directors, and other Town employees.
Oversees the completion of all necessary background checks for prospective volunteers, ensuring compliance with Town policies and legal requirements before approval of application; maintains database of all volunteer applicants.
Maintains and updates the Town's website, including posting minutes, agendas, and other information for the Town Council, Boards, Committees, and Human Resources page in accordance with ADA regulations.
Monitors financial disclosure and conflict of interest statements for Town Council, Board Members, and staff required to file with the State of Florida;
Acts as Secondary Organization Coordinator through the Florida Commission on Ethics.
Assists the Town's Records Management Liaison Officer in the absence of the designated…