Town Clerk Position Available In Palm Beach, Florida

Town Clerk Town of Jupiter Inlet Colony Jupiter Inlet Colony, FL 33469 JOB SUMMARY The Town Clerk plans, organizes, and manages the operations and activities of the Office of Town Clerk, including serving as the Custodian of Records for the Town and Municipal Elections Officer. Under the auspices of Florida Statute and/or the Town Code of Ordinances, the Town Clerk prepares, posts, and maintains agendas, legal notices, minutes, and records for the Town Commission.

RESPONSIBILITIES AND DUTIES

• Post all agendas for the Town Commission meetings, workshops, and Town committee meetings
• Prepare and distribute meeting agendas and packets for Town Commission meetings, workshops, and Town committee meetings
• Attend each meeting of the Town Commission meetings, workshops, and committee meetings and provide administrative support including audio visual equipment/program support, minute taking, and administration of meeting rules and procedures.
• Prepare official minutes for Town Commission meetings, workshops, and committee meetings
• Receive and process all requests for public information (open records requests) in accordance with the Florida Sunshine Law and Freedom of Information Act to include gathering requested information
• Administer Oath of Office to Town officials and police officers
• Provide administrative support for Town Commission and Town committees
• Prepare Ordinances, Resolutions, and Proclamations
• Maintain and transmit all resolutions and ordinances of the Town Commission
• Maintain the corporate seal and attest to all ordinances, resolutions, and official documents of the Town
• Organize, maintain, and dispose of all Town records in accordance with Florida public record laws
• Coordinate, plan, and administer the Town’s municipal elections
• Coordinate with Palm Beach County Supervisor of Elections and provide continuous updates on upcoming elections
• Maintain and update notices and documents on the Town’s website
• Maintain and organize all contracts and agreements made by the Town
• Supports the Town Manager
• Assist residents, vendors, and contractors
• Manage administrative duties including but not limited to responding to emails and calls, organize meeting and event details, purchasing supplies for staff, and updating town forms
• Maintain the Electronic Financial Disclosure forms
• Notarize documents for the Town and for residents
• Keep track of ethics training for elected officials and staff
• Provide clerical support for processing of vendor payments
• Other duties as assigned

DECISION MAKING

Takes directions from the Town Manager on all issues. The Town Manager prioritizes the work and makes decisions when needed. When decisions about discretion or challenges arise, the Town Manager plays a key role. Errors may result in moderate expenditure of resources to correct.

COMMUNICATION

Communicates with the Town Commission, Town Manager, Town Staff, Homeowners, Vendors, and the public.

SCOPE AND COMPLEXITY

Takes direction regarding solutions to problems. Receives instructions on routine work and specific instructions on new assignments. Guidance and recommendations are reviewed often throughout the first year in the position. Following the initial period, autonomy is expected, and management review is less detailed.

SUPERVISION OF OTHERS

Individual contributor. Does not supervise.

POSITION REQUIREMENTS

• Bachelor’s degree in business or public administration preferred and five (5) years of experience in municipal government with increasing levels of responsibility including a minimum of two (2) years of management or supervisory experience. A comparable amount of training, education and/or experience may be substituted
• Must be designated as a Certified Municipal Clerk by the International Institute of Municipal Clerks or the ability to obtain certification within 3 years of employment. Financial Disclosure required per Florida Statutes (Form 1)
• Valid Florida Drivers’ License with an acceptable driver’s record
• Hold and maintain Notary Public license as authorized by the State of Florida Notary Commission
• Experience with and knowledge of Town Charters and Codes, Florida Administrative Codes and Florida Statutes
• Experience with and knowledge of Town ordinances, policies, and procedures along with skills in policy interpretation and application
• Must have knowledge of election laws, public records laws, archives and records management laws, systems, and technology
• Must have basic level of computer skills with programs such as Microsoft Word, Outlook, and Excel
• Ability to organize and keep detailed records, prepare reports, and follow and understand instructions
• Ability to communicate effectively in oral and written form
• Ability to establish and maintain effective working relationships with internal and external customers
• Ability to work independently on administrative assignments and to adhere to established policies and procedures
• Must be able to attest to official documents

WORK ENVIRONMENT

Work is performed in normal office conditions with infrequent exposure to adverse environmental factors.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Employees in this position must be able to exert moderate physical effort in daily work, typically involving some combination of reaching, bending, kneeling, and walking. May include some lifting, carrying, pushing and/or pulling of objects and materials. Ability to lift up to 30 pounds.

Job Type:

Full-time Pay:

$27.90 – $45.24 per hour Expected hours: 30 – 40 per week

Benefits:

Health insurance

Schedule:

Day shift Monday to

Friday Work Location:

In person