Overview
Status: Full-Time
Department: Executive
Nature of Work
The Village Clerk directs, plans, manages, and oversees the operations and services of the Office of the Village Clerk, which includes the statutory responsibility of the Village Clerk, municipal elections, and records management.
Illustrative Examples of Essential Duties
- Serves as the municipal filing officer; produces and maintains official Village records such as Minutes, Ordinances, and Resolutions, both physically and electronically of Village Council proceedings.
- Prepares the Village Council agenda packets, meeting minutes, and calendars; publishes Legal Notices, Hearings, and Ordinances.
- Attests by signing all legal papers such as: Agreements, Leases, Ordinances, and Resolutions; records them in permanent files; and furnishes certified copies as needed.
- Conducts or supervises research projects to provide information of past Village actions.
- Reviews the Office of the Village Clerks Department’s needs for equipment to increase efficiency and effectiveness and prepares the annual budget for the Office of the Village Clerk Department.
- Recommend changes in procedures and/or workflow to improve efficiency; confers with Village Attorney regarding management issues.
- Assists and/or counsels’ clerical employees in situations requiring problem solving or completion of assignments
- Attends all Village Council meetings; assists during the meeting, if needed, with procedural matters, motions, and vote tabulations.
- Serves as the official Supervisor of Elections for the Village.
- Keeps records and lists of all Village Boards and Councils.
- Proofreads transcriptions of excerpts and/or minutes of Council Meetings, pre-edits Action Summary Report prior to submission to the Village Manager.
- Responds to and/or prepares responses to public records requests, subpoenas, and liability claims.
- Develops, implements, and maintains the Office of the Village Clerk Department goals, objectives, priorities, policies, procedures, and work plan; ensures established goals and priorities are achieved; and submits recommendations for goals attainment and implementation.
- Administers oaths or affirmations as required by law or ordinance; certifies authenticity of municipal documents for public officials, government agencies, courts, and the public.
- Prepares all notices to fulfill legal obligations.
- Provides administrative and clerical support to the Village Council as needed.
- Works closely with purchasing/finance staff to ensure compliance with Village policy and applicable laws regarding soliciting Village quotations, bids, and proposals, evaluating and awarding Village contracts, and approving Village purchases and contract agreements.
- Stays current on issues relative to the fields of public administration, elections, financial disclosure, conflicts of interest, Village Clerk services, public meetings, public records, and procurement.
- These essential job functions are not to be construed as a complete statement of all duties performed. Employees may be required to perform related work as needed by the department and Village.
- All Village employees may be required to perform duties related to emergency management and disaster recovery efforts in the event of a natural or man-made disaster.
- All Village employees may be required to attend Village events during and outside regular working hours.
Knowledge, Skills and Abilities
- Extensive knowledge of the principles and practices of office management.
- Extensive knowledge of State, County, and Village election laws, procedures, and other pertinent laws.
- Thorough knowledge of the Village Code.
- Thorough knowledge of municipal government operations, particularly as they relate to Mayor / Council /Manager / Village Clerk activities.
- Thorough knowledge of the principles and procedures used in budget preparation, justification, monitoring and reporting.
- Ability to exercise good judgment in making decisions in conformance with laws, ordinances, regulations, and policies.
- Ability to supervise staff in a manner conducive to full performance and high morale.
- Ability to train employees in various assignments.
- Ability to communicate, both verbally and in writing, using excellent English.
- Ability to establish and maintain effective working relationships with Village officials, department heads, employees, professional groups, and public.
- Ability to evaluate administrative operations to determine if departmental goals and objectives have been met.
- Ability to refer any inquiries to other appropriate sources when information may not be obtainable from Village records.
Education and Experience
- Bachelor’s Degree, with a concentration a preference in Public Administration, Business Administration, Communication, Legal Studies or any related field.
- 5-7 years’ experience as a municipal Clerk preferred., with an equivalent combination of training and experience may be substituted.
Supervision Received
- General Supervision and specific assignments are received from and reviewed by the Village Manager. Directions for assignments may also be received from the Village Mayor and / or Village Council
- Duties are performed with limited independence requiring the exercise of discretion, sound judgment and initiative.
To apply, send your resume attached via email to employment@balharbourfl.gov
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