City Clerk @ Capecanaveral

SUMMARY -

This professional administrative and supervisory position is responsible for the efficient and compliant operation of the City Clerk’s Office. The City Clerk serves as the City’s corporate secretary, maintains the City Seal, and is responsible for City records management, public records compliance, municipal elections, legislative support, and Clerk’s Office operations. The position supports the City Council, City Manager, and Department Directors and ensures that City Clerk functions are performed in accordance with applicable federal and state laws, the City Charter, Code of Ordinances, and City policies.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serves as custodian of City public records and the City Seal.

• Serves as Qualifying Officer and Filing Officer for the City’s municipal elections and coordinates election-related activities with the Brevard County Supervisor of Elections.

• Serves as the City’s records management liaison to the State of Florida and Primary Records Custodian of the City; administers the City’s records management program and coordinates the City’s electronic records repository in accordance with applicable Florida laws, records retention requirements, and City policies.

• Administers and supports compliance with Florida public records laws, Sunshine Law requirements, legislative procedures, the City Charter, and the City Code of Ordinances as they relate to the City Clerk’s functions.

• Coordinates and oversees the preparation, processing, and maintenance of ordinances, resolutions, proclamations, agendas, agenda item summaries, meeting materials, and other legislative documents.

• Coordinates agenda packet production and distribution for all City Council and CRA meetings.

• Attends all City Council meetings and other meetings as required by law, City policy, or as directed by the City Manager; ensures accurate and timely completion and maintenance of official meeting records and related documentation.

• Provides administrative and technical support to the City Council and City Manager on legislative and Clerk’s Office matters.

• Coordinates the recruitment, appointment, and reappointment process for members of City volunteer boards and committees.

• Responds to public records requests and assists City departments in meeting public records

retention, production, and compliance requirements.

• Prepares and monitors the Legislative and City Clerk’s Office budgets and provides budget recommendations and information to the City Manager.

• Coordinates and arranges City Council attendance at committee meetings, Florida League of Cities, Space Coast League of Cities, training seminars, conferences, travel, and lodging.

• Provides technical assistance and guidance to co-workers, Department Directors, City Council members, and members of the general public regarding City Clerk and legislative processes.

• Responds to surveys and information requests regarding City Council, City boards, and other matters assigned to the City Clerk’s Office.

• Participates in special projects, including planning and implementation of special programs, and responds to and resolves difficult and sensitive citizen inquiries and complaints.

• Assists with City-wide disaster preparedness and incident response as needed.

• Maintains a strong commitment to City of Cape Canaveral Organizational Values:

City of Cape Canaveral Organizational Values

• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES

Directly administers and supervises the units and employees of the City Clerk's Office in accordance with City policies, rules, regulations, and applicable law. Responsibilities include planning, assigning, and directing work; training and developing employees; monitoring performance; conducting performance evaluations; addressing performance concerns; and recommending or taking appropriate personnel actions.

EDUCATION and/or EXPERIENCE

Bachelor’s degree (B.A.) in Public Administration, Political Science, Business Administration, or a related field from an accredited or recognized educational institution, with a minimum of three (3) years of progressively responsible experience in municipal government, public administration, legislative support, records management, or a related field, including experience supervising or leading employees; or an equivalent combination of education and experience.

PREFERRED QUALIFICATIONS

Experience working in a municipal City Clerk’s Office or similar governmental administrative position. Prior supervisory or lead experience in a municipal or governmental environment. Knowledge of Florida public records laws, Sunshine Law requirements, municipal elections, records management, and legislative procedures. Experience supporting a City Council, elected officials, or other governing body. International Institute of Municipal Clerks (IIMC) certification or demonstrated progress toward certification.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: The physical demands described below are representative of those that must be met to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position is primarily office-based and requires the ability to sit, stand, walk, bend, reach, and

occasionally lift, carry, or move materials weighing up to 20 pounds. The employee must be able

to operate standard office equipment, including computers, telephones, printers, scanners, copiers, and other electronic devices. The position requires sufficient manual dexterity and hand-eye coordination to use keyboards, computer mice, and other office equipment. The employee must have the ability to communicate effectively in person, by telephone, and through electronic means.

Information Analysis: Requires the ability to review, interpret, organize, and apply information from ordinances, resolutions, policies, statutes, legal documents, meeting materials, correspondence, records, and other sources. Requires attention to detail and the ability to identify discrepancies, omissions, or inconsistencies.

Communication: Requires the ability to communicate clearly, professionally, and courteously with elected officials, City management, employees, applicants, members of the public, attorneys, governmental agencies, and other stakeholders. Requires the ability to receive and provide instructions and convey information accurately.

Language Ability: Requires the ability to read, understand, and interpret a variety of legal, legislative, administrative, and public records documents. Requires the ability to prepare correspondence, agendas, minutes, resolutions, ordinances, notices, reports, forms, and other documents using proper grammar, punctuation, spelling, and established formats.

Reasoning and Judgment: Requires the ability to apply established policies, procedures, laws, rules, and regulations to a variety of situations; recognize issues requiring additional research or legal guidance; evaluate alternatives; and exercise sound judgment within the scope of assigned authority.

Numerical Ability: Requires the ability to perform basic mathematical calculations, including addition, subtraction, multiplication, division, and percentages, and to review numerical information for accuracy.

Technology: Requires proficiency in the use of computers and common office software, electronic records systems, document management systems, meeting-management or agenda software, electronic communications, and other technology used to perform the essential functions of the position.

Attention to Detail: Requires a high degree of accuracy and attention to detail when preparing, reviewing, maintaining, and distributing official records, meeting materials, legal documents, notices, and other City documents.

Confidentiality: Requires the ability to appropriately handle confidential, sensitive, privileged,

and legally protected information and to exercise discretion regarding information obtained through the performance of official duties.

Interpersonal Skills: Requires the ability to establish and maintain effective working relationships with elected officials, City employees, management, members of the public, attorneys, governmental agencies, and other stakeholders. Requires professionalism, tact, courtesy, and the ability to remain composed in challenging or high-pressure situations.

PERFORMANCE INDICATORS

Knowledge of Job: Demonstrates knowledge of municipal government operations, legislative processes, public records requirements, records management practices, meeting procedures, and applicable laws, rules, policies, and regulations affecting the City Clerk function. Demonstrates proficiency in modern office practices, electronic records management, document preparation, and commonly used computer applications. Maintains accurate and organized official records and is able to research, compile, and present information from multiple sources. Performs assigned duties with appropriate judgment, discretion, accuracy, and professionalism.

Quality of Work: Performs work accurately, thoroughly, and in accordance with applicable laws, policies, procedures, deadlines, and established standards. Reviews work carefully and promptly corrects errors or deficiencies.

Quantity of Work: Completes assigned responsibilities efficiently and within established deadlines while maintaining required standards of accuracy and quality.

Dependability: Accepts responsibility for assigned duties, follows through on commitments, meets deadlines, and performs responsibilities consistently in accordance with City policies and established procedures.

Attendance: Maintains regular and reliable attendance and complies with City policies regarding work schedules, leave, absences, and timekeeping.

Initiative: Demonstrates self-direction and takes appropriate initiative to identify work requirements, anticipate deadlines, resolve routine issues, and improve processes while recognizing when matters require supervisory, legal, or other appropriate guidance.

Judgment: Exercises sound judgment and discretion in performing assigned duties. Recognizes issues requiring additional research, clarification, or legal guidance and seeks appropriate assistance when necessary.

Cooperation: Works cooperatively with elected officials, City management, employees, departments, attorneys, governmental agencies, and members of the public. Accepts direction and responds professionally to questions, concerns, and differing viewpoints.

Professional Relationships: Establishes and maintains effective, respectful, and professional

working relationships with City officials, employees, members of the public, attorneys, governmental agencies, and other stakeholders. Handles inquiries, requests, and complaints with tact, courtesy, and appropriate discretion.

Organization and Coordination: Plans and organizes work effectively; establishes priorities based on statutory requirements, meeting schedules, deadlines, and City needs; maintains accurate calendars and records; and coordinates multiple assignments and deadlines without

compromising accuracy.

Planning: Anticipates upcoming meetings, elections, statutory deadlines, records requirements,

and other City Clerk responsibilities and organizes work accordingly. Coordinates activities and

resources necessary to ensure timely completion of assigned responsibilities.

Records Management: Creates, maintains, organizes, retrieves, and preserves official City records in accordance with applicable laws, retention requirements, policies, and established records-management practices. Maintains records that are accurate, accessible, and appropriately protected.

Legislative Support: Provides accurate and timely administrative and procedural support for City Council meetings and other legislative activities. Prepares and coordinates agendas, meeting materials, minutes, notices, ordinances, resolutions, proclamations, and related documents in accordance with applicable requirements.

Public Records and Transparency: Responds appropriately to public records requests and assists in ensuring that City records are maintained and disclosed in accordance with applicable Florida law and City procedures. Recognizes matters that may require review by the City Attorney or other appropriate authority.

Policy Implementation: Understands and follows City policies, administrative procedures, applicable laws, and established practices governing the City Clerk function. Identifies changes in requirements that may affect City operations and communicates relevant information to appropriate officials or departments.

Confidentiality and Ethics: Maintains confidentiality and exercises appropriate discretion in handling sensitive, confidential, privileged, and legally protected information. Performs duties with integrity, impartiality, and professionalism.

Decision-Making: Makes timely and well-reasoned decisions within the scope of assigned authority. Seeks appropriate guidance when an issue involves legal interpretation, policy direction, or authority beyond the position's responsibilities.

Adaptability: Adapts to changing priorities, technology, laws, procedures, meeting schedules, and organizational needs. Demonstrates a willingness to learn and implement improved methods and processes.

Customer Service: Provides responsive, professional, and courteous service to City officials,

employees, residents, businesses, governmental agencies, and other members of the public. Communicates information clearly and appropriately while maintaining the requirements of law and City policy.

Safety and Housekeeping: Follows applicable City safety policies and maintains a clean, organized, and professional work environment. Depends on Experience