City Clerk

Under the direction of the Mayor and City Council, the City Clerk performs duties as set forth by the City Charter and serves as the Records Management Liaison Officer for the City of Sebastian. The City Clerk's office will record the official minutes of the City Council meetings and prepare agendas and supporting materials. The City Clerk's Office coordinates with liaisons within the city organization to ensure the agendas, minutes and records retention requirements are met. The City Clerk's Office coordinates the city's elections by ensuring that they are conducted in accordance with the city's charter and State of Florida Election Code. The City Clerk's office also works with other departments and the City Attorney to ensure that requests for public information are fulfilled in a manner consistent with the Florida Public Records Law. The City Clerk's Office is also responsible for the sales and administration of the City's Cemetery Plots. Prepares minutes of council meetings and as appropriate, other boards and committees established by a municipality to accurately record the legislative history of the City. Prepares and distributes agendas for the above-referenced meetings. Provides for public notice of all meetings subject to the Sunshine Law and provides for legal advertising - publication and posting of notices - as necessary. Maintains custody of municipal records, including ordinances, resolutions, contracts and agreements; and promulgates procedures for the orderly management, maintenance, retention and destruction of said records in accordance with state law. Serves as the state records management liaison officer. Administers the publication, maintenance and distribution of the municipal code of ordinances and supplements thereto. Serves as the local supervisor of elections, in conjunction and coordination with the county supervisor of elections. Administers Oath of Office to newly elected Council Members and Police Officers. Provides for response to public records and informational requests received from staff, other agencies and interested parties, as provided by state statute. Administers the sale of the City's Cemetery plots. Supervises the operation of the Office of the City Clerk by assigning work and establishing work schedules, directing and supervising duties of staff, and reviewing job performance. Embraces core values of the City including integrity, accountability, teamwork, customer service, and continual improvement. Oversees various legal responsibilities (placement of legal advertisements, public notices, and mailing of legal notifications) for all departments and meet legal deadlines in accordance with Florida Statutes and/or the Code of Ordinances; and keeps up with changes in laws that affect legal requirements. Keeps City Council informed on matters that relate to the City; attends meetings and functions that help to represent the City in a positive manner. Interacts with Mayor and City Council members in a professional, courteous, and efficient manner, and responds to suggestions and guidance positively. Provides administrative support coordinate meetings for the Mayor and City Council members. Prepares and monitors the City Clerk and Council budget each fiscal year and monitors and approves expenditures. Prepares travel arrangements and travel reimbursement for Council. Monitors financial disclosure and conflict of interest statements. Prepares and responds promptly in a helpful manner to all record requests from the public and in-house requests. Prepares updates of the Code of Ordinances as adopted by City Council. Demonstrates good working relationships with business and community leaders and deal tactfully, skillfully, courteously, and efficiently with the public; handle media relations skillfully. Engages in activities that promote professional growth and support professional growth and development for employees. Implements technological changes and explore methods to improve the City through innovative ideas. Prepares correspondence to citizens in a professional manner as needed. Coordinates the preparation and publishing of official City Council, Board, and Committee meeting minutes. Coordinates the numbering of ordinances and resolutions. Coordinates special City Council appointments and prepares monthly calendar of events. Demonstrates good public relations image, stays active in Community Organizations and maintains cooperative and good working relationship with the City Manager, City Attorney, Department Directors, and other City employees.

ADDITIONAL FUNCTIONS

Performs other related job duties as assigned.

QUALIFICATIONS

Education and Experience:

High school diploma or equivalent; Associate's/Bachelor's Degree in or related field; Certified Municipal Clerk (CMC); Notary of the Public; and (3) years of experience in or related field; or an equivalent combination of education and experience.

Special Qualifications:

Must either have or be able to complete, within one year from date of hire, the Master Municipal Clerk Program (MMC) and/or the Florida Certified Professional Clerk (FCPC) Possession of a valid, State of Florida driver's license to operate a motor vehicle. Requirement exists at the time of hire and as a condition of continued employment.

Knowledge, Skills and Abilities:

Knowledge of the Florida Ethics Law, the Open Records Law, and the Public Meetings Law. Knowledge of ordinances, policies, and procedures of the City. Knowledge of good management practices. Knowledge of archives and records management laws, systems, and technology. Knowledge of City's functions, policies, and procedures. Knowledge of office administration practices, concepts, and automation applications. Knowledge of municipal code, directives, and procedures and of city services and operations. Knowledge and principles of customer service and telephone etiquette. Skill in public relations. Skill in customer service. Skill in the use of computers and software/program applications, e.g., spreadsheet and word processing applications, such as Microsoft Word, Excel, and Outlook. Skill in effective communication, both orally and in writing. Ability to assess needs of the department and prioritize them. Ability to effectively plan work schedules and calendars. Ability to prepare various complex reports and studies as needed. Ability to establish and maintain effective working relationships with the public, co-workers, city personnel, and other public or outside agencies. Ability to accomplish multiple tasks in an efficient manner. Ability to complete assignments accurately and on a timely basis. Ability to think and act quickly, calmly, and accurately in emergency situations in accordance with departmental rules and regulations. Ability to understand and follow both oral and written instructions. Ability to work independently with multiple assignments.

ADA COMPLIANCE

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Additionally, the following physical abilities are required:

Walking:

Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

Lifting:

Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.

Manual Dexterity:

Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.

Crouching:

Bending the body downward and forward by bending leg and spine.

Standing or Sitting:

Particularly for sustained periods of time.

Visual Acuity:

Including color, depth perception, and field vision.

WORK ENVIRONMENT

Tasks are regularly performed without exposure to adverse environmental conditions such as dirt, dust, pollen, wetness, humidity, fumes, temperature, and noise. The City of Sebastian is an Equal Opportunity Employer, to comply with the American with Disabilities Act, the City of Sebastian will provide reasonable accommodations to qualified individuals with disabilities, and encourages both prospective and current employees to discuss potential accommodations with the employer.