JOB DESCRIPTION:

This is a public service position requiring excellent verbal and written communications skills.   The Assistant Village Clerk performs a full range of professional and technical work in support of the Village Clerk’s Office.    The responsibilities of the position include, but are not limited to, assisting with coordinating the Village’s records management program; clerical and administrative duties.  May assist in the coordination, preparation, and publication of Village Council agenda packets and associated follow-up; minutes transcription; processing public hearing notices and public records act requests; serves as the first contact with the public as primary administrative support for the Office of the Village Clerk and performing other duties as assigned.  Attendance may be required at evening meetings.  Position reports to the Village Clerk.  This is a non-exempt position.

ESSENTIAL JOB FUNCTIONS:      

• Assists with the management and retention of public records per the requirements of the State of Florida and the Miami Shores Village Code.
• Assists with the agenda management and coordination process, including software training.
• Assists in the management of document scanning and indexing of permanent records as part of the Village’s records management program.
• Attends Council meetings and workshops and may be required to take minutes of said meetings.
• Assists in the preparation of Council agenda packets.
• Assists with responding and tracking public records requests.
• Organizes, designs, supervises, and performs specialized research and other programs.
• Performs invoicing functions when necessary to take in various payments such as public records request fees and lobbyist registration.
• Compiles and develops reports and studies.
• Assists in the compliance of charges made to residents and businesses or other organizations.
• Compiles and prepares data for monthly, annual and special reports related to the Village Code, Charter, and other areas.
• Manages office records.
• Maintains spreadsheet and coordinates all citizen volunteers for appointment to Boards and Committees by Council.
• Assists in the management of the elections process.
• Serves as Acting Village Clerk in the absence of, and upon designation by, the Village Clerk.
• Performs other duties as required.

Knowledge, Skills and Abilities:

• Knowledge of the modern office clerical and secretarial practices and procedures, including the use of standard office software (word processing, desktop publishing, spreadsheets, records and database management, and equipment); style/format of business correspondence; and business math;
• Acts as a representative of the Village to the Public;
• Ability to read, comprehend and interpret oral and written instructions;
• Ability to deal appropriately and effectively with the public and various officials
• Ability to direct and manage multiple functions;
• Knowledge of municipal government operations, services and responsibilities of the Office of the Village Clerk; coordination with outside agencies as necessary to assume assigned responsibilities;
• Knowledge of the rules and regulations governing the conduct of Village Council meetings including the Florida Sunshine Law, Florida public records law, and principles and practices of public agency record keeping;
• Knowledge of the rules, regulations and law governing the municipal election process;
• Ability to communicate clearly, tactfully, and effectively in English in both oral and written form;
• Ability to effectively work independently, exercise discretion and independent judgment and maintain confidentiality and professionalism in the execution of duties.

PHYSICAL DEMANDS:

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of telephone and personal contact as normally defined by the ability to see, read, talk, sit, stand, hear, hands to fingers dexterity, handle, feel or operate objects, read and write English.  Physical capability to effectively use and operate various items of office equipment; such as but not limited to a personal computer, calculator, copier and fax machine. Ability to lift, drag, and push files, paper, and documents weighting up to 25 pounds.  Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

WORK ENVIRONMENT:     

Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices or meeting and training room, e.g., use of safe work place practices with office equipment, avoidance of trips and falls, and observance of fire and building safety regulations. 

MINIMUM REQUIREMENTS TO PERFORM WORK:

• Associates degree in Public Administration or related field.
• Three (3) years of complex clerical, secretarial, or legal experience, which includes customer service, interaction with the public;
• Must be a Notary Public or be able to obtain designation within six (6) months;

• Ability to complete the Municipal Clerk Certification program and obtain CMC designation with the first three (3) years of employment;
• Proficient in MS Office Suite, including Outlook and Adobe Acrobat;
• Or any equivalent training, education, and/or experience; and
• Valid State of Florida Driver’s License;

The Village has the right to revise this position description at any time, and does not represent in any way a contract of employment.

 SALARY:      $19.21 - $24.04

 To apply please submit resume to hindsa@msvfl.gov.  Resumes accepted through November 15, 2022.

Miami Shores Village is an Equal Opportunity Employer/AA/Drug Free Workplace.