Deputy City Clerk

City Clerk ◄ Deputy City Clerk Position Vacancy Announcement 26-20

POSITION TITLE:

Deputy City Clerk

FLSA STATUS

Non-Exempt

COMPENSATION

$25.19 -$27.71 per hour (DOQ)

DEPARTMENT

City Clerk Posted 06/08/26

General Description:

Under the general direction of the City Clerk, performs highly responsible administrative, technical, and professional work in support of the City Clerk's Office. Assists with the administration of official City records, legislative processes, public records requests, records retention, board and mittee administration, elections, andpliance with applicable federal, state, and local laws. Serves as the principal assistant to the City Clerk and assumes the duties and responsibilities of the City Clerk during periods of absence. Exercises independent judgment, discretion, and initiative while handling confidential and sensitive information. Provides exceptional customer service to elected officials, advisory board members, City staff, outside agencies, and the public.

Essential Job Functions:

Legislative and Meeting Administration Assists in the preparation,pilation, review, publication, and distribution of City Commission and advisory board meeting agendas and agenda packets. Attends City Commission, advisory board,mittee, and other meetings as assigned. Records, transcribes, edits, and prepares accurate meeting minutes and maintains official records of proceedings. Coordinates meeting logistics, including room setup, audio/video equipment, recording systems, and virtual meeting technology as applicable. Posts agendas, notices, minutes, and meeting materials inpliance with Florida Sunshine Law requirements. Assists with the preparation, processing, publication, and maintenance of ordinances, resolutions, proclamations, agreements, and other official documents. Maintains ordinance and resolution indexes and legislative history records. Records Management and Public Records Assists in the administration of the City's records management program in accordance with Florida Statutes and State of Florida records retention schedules. Coordinates records retention, archival preservation, scanning, imaging, indexing, and destruction of records. Assists in researching, processing, tracking, and responding to public records requests in accordance with Florida Public Records Law. Coordinates with City departments to ensure timely and accurate production of public records. Maintains official records and databases utilizing electronic records management systems. Board and Committee Administration Maintains records relating to advisory boards andmittees, including appointments, resignations, terms of office, attendance records, and vacancies. Coordinates recruitment and appointment processes for board andmittee vacancies. Assists board members with required training, ethics filings, and otherpliance requirements. Elections Administration Assists with municipal election activities and candidate qualifying processes. Provides information regarding candidate qualifications, filing requirements, campaign reporting requirements, and election procedures. Coordinates election-related records and documentation with the Seminole County Supervisor of Elections and otherernmental agencies as required. Maintains election records in accordance with applicable laws and retention schedules. Administrative and Customer Service Functions Serves as a primary point of contact for the City Clerk's Office and provides information regarding departmental services, policies, procedures, and regulations. Drafts correspondence, reports, memoranda, meeting summaries, and other documents as requested. Research and responds to inquiries from elected officials, City administration, staff, and the public. Processes iing and outgoing mail and maintains departmental records and filing systems. Receives, processes, and tracks payments associated with departmental functions. Assists citizens, businesses, and other stakeholders with requests for information and services. Local Business Tax Receipt Administration Processes applications for Local Business Tax Receipts in accordance with Florida Statutes and City Code. Routes applications to appropriate departments for review and approval. Collects fees, issues receipts, maintains records, and administers annual renewal processes. Assist customers with business tax receipt requirements andpliance questions. Additional Administrative Responsibilities Assists with vacant property registrations, lien search requests, and related programs administered through the City Clerk's Office. Obtains titles, registrations, and tags for City-owned vehicles as assigned. Assists with annual financial disclosure filings and ethics-related reporting requirements for elected officials, advisory board members, and designated employees. Provides administrative support and cross-training assistance to other departments as assigned. Assists with payroll processing and other administrative functions during staff absences. Maintains departmental calendars, schedules, and project tracking systems. Emergency Management May serve an essential role in emergency preparedness, response, continuity of operations, and disaster recovery efforts as designated by the City's Emergency Manager. May be required to work before, during, and after emergency events and natural disasters. Other Duties Performs the duties of the City Clerk during periods of absence. Attends professional development, training, and educational programs. Performs other related duties as assigned.

NOTE:

THE LISTED DUTIES ARE ONLY ILLUSTRATIVE AND ARE NOT INTENDED TO DESCRIBE EVERY FUNCTION THAT MAY BE PERFORMED BY THIS JOB CLASS. THE OMISSION OF SPECIFIC STATEMENTS DOES NOT PRECLUDE MANAGEMENT FROM ASSIGNING SPECIFIC DUTIES NOT LISTED IF SUCH DUTIES ARE A LOGICAL ASSIGNMENT TO THE POSITION.

Minimum Qualifications Kledge, Abilities and Skills:

Thorough kledge of modern office administration, business English, grammar, spelling, punctuation, and records management practices. Kledge of Florida Sunshine Law, Public Records Law, records retention requirements, and municipal legislative processes. Kledge of municipal elections, candidate qualifying procedures, and applicable election laws. Kledge of federal, state, and local laws, regulations, ordinances, and policies applicable to City Clerk operations. Kledge of agenda management, records management, and document imaging software systems. Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams. Ability toanize, prioritize, and manage multiple projects and deadlines. Ability to maintain confidentiality and exercise discretion when handling sensitive information. Ability to research,pile, analyze, and present information accurately. Ability to prepare clear and concise correspondence, reports, and official records. Ability to establish and maintain effective working relationships with elected officials, employees,ernmental agencies, and the public. Ability tomunicate effectively, both orally and in writing. Ability to work evenings, weekends, and varying schedules as required for meetings and special events.

Education, Training and Experience:

Associate's degree in public administration, Business Administration, Office Administration, Records Management, or a related field preferred. Minimum of three (3) years of progressively responsible administrative, records management, municipal clerk, orernmental support experience preferred. Experience in a municipal clerk's office, localernment environment, or records management setting is highly desirable. An equivalentbination of education, training, and experience may be considered.

Licenses, Certifications or Registrations:

Must possess a valid Florida Driver License with an acceptable driving record. Must be a Florida Notary Public or obtainmission within six (6) months of employment. Mustplete

FEMA/ICS

100 and ICS 700 training within six (6) months of employment. Must obtain designation as a Certified Municipal Clerk (CMC) through the International Institute of Municipal Clerks (IIMC) within five (5) years of appointment. Must possess a valid Florida Driver License with an acceptable driving record. Must be a Florida Notary Public or obtainmission within six (6) months of employment. Mustplete

FEMA/ICS

100 and ICS 700 training within six (6) months of employment. Must obtain designation as a Certified Municipal Clerk (CMC) through the International Institute of Municipal Clerks (IIMC) within five (5) years of appointment. Must have or be able toplete ICS 100 and 700 courses within six (6) months of hiring. State of Florida driver's license with an acceptable driving record.

Essential Physical Skills:

Acceptable eyesight (with or without correction). Acceptable hearing (with or without hearing aid). Acceptable clarity of speech (with or without reasonable amodation). Ability to sit at a desk and view a display screen for extended periods of time. Ability to access, input and retrieve information from aputer. Ability to access file cabinets for filing and retrieval of data. Ability tomunicate both orally and in writing. Light to moderate lifting and carrying (30 pounds and under). Standing Walking Bending Stooping Reading Writing Speaking Pushing Pulling Reaching overhead

Environmental Conditions:

Work is primarily performed in a climate-controlled office environment. Position may require attendance at evening meetings, special events, off-site training, and emergency operations activities. Occasional exposure to outdoor conditions may occur during City events or emergency response activities.

NOTE:

 

THE LISTED DUTIES ARE ONLY ILLUSTRATIVE AND ARE NOT INTENDED TO DESCRIBE EVERY FUNCTION THAT MAY BE PERFORMED BY THIS JOB CLASS. THE OMISSION OF SPECIFIC STATEMENTS DOES NOT PRECLUDE MANAGEMENT FROM ASSIGNING SPECIFIC DUTIES NOT LISTED IF SUCH DUTIES ARE A LOGICAL ASSIGNMENT TO THE POSITION.

Job Details Job ID 26-20 Category City Clerk Status Open Salary $25.19/hr-$27.71/hr (DOQ) Non-Exempt Posted June 8, 2026 1:00 PM Closing Open Until Filled Tools