City Clerk Administrative Office Manager

Plans, directs, manages, and coordinates the daily administrative operations and functions of the City Clerk's Office; coordinates assigned activities with other City departments and provides responsible administrative and operational support to the City Clerk. Work requires a considerable amount of independent judgment, initiative, discretion, and decision-making. The Administrative Office Manager is responsible for the effective operation of the City Clerk's Office, including legislative administration, records management, public records compliance, cemetery administration, customer service, technology initiatives, and departmental operations. This position serves as the primary administrative representative of the City Clerk's Office during the City Clerk's absence. The Administrative Office Manager reports directly to the City Clerk.

Essential Functions: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

Assumes management responsibility for assigned services and activities of the administrative function of the City Clerk's Office and City Hall.

Serves as primary point of contact for City Hall; providing professional customer service to residents, visitors, elected officials, and staff while managing all front desk operations.

Develops, implements, and administers City Clerk processes and procedures to ensure internal controls and compliance.

Participates in the preparation and administration of the department budget; monitors expenditures, purchasing activities, contracts, and departmental accounts.

Serves as department director in the absence of the director, including attending and participating in Department Director and Commission meetings. 

Coordinates and attends all regular, special, emergency, workshop, and other assigned City Commission meetings as required. Evening attendance at Commission meetings is an essential function of this position.

Assists with the preparation, publication, distribution, and maintenance of City Commission agendas, agenda packets, minutes, ordinances, resolutions, proclamations, contracts, agreements, and other official records.

Responds and processes public records requests, including research, coordination with City departments, review of exempt information, preparation of cost estimates, and redaction of confidential information, as assigned.

Resolves complex records management and public records issues.

Leads and coordinates citywide records management initiatives and projects; including collaborating with other departments for training opportunities and serving as a resource for records management policy interpretation to ensure compliance with applicable laws, policies, and regulations.

Manages the City's cemetery program, including cemetery records, ownership transfers, interment rights, lot and niche sales, burial coordination, cemetery mapping systems, customer assistance, and coordination with funeral homes and vendors.

Assists the clerk with the administration and oversight of municipal elections.

Manages the department’s technology resources, evaluates system needs, implements updates, and develops procedures to improve efficiency, accessibility, and compliance.

Reviews reports, legislative documents, public notices, legal advertisements, correspondence, and official records for completeness, accuracy, legal compliance, and adherence to established standards.

Conducts research and prepares reports, presentations, correspondence, policies, procedures, and recommendations for the City Clerk.

Attends and participates in professional group meetings; maintains awareness of new trends and developments in records management and incorporates new developments as appropriate.

Manages City Hall Conference Room and Commission Chambers meeting calendars and ensures contact information for City Boards, Committees and City Homeowners Associations is up to date. 

Supervises staff, as assigned.

Follows safe working practices and has a working knowledge of safety practices and procedures in accordance with the City's Safety and Health Program.

All employees serve an essential role in the City's disaster preparation and/or disaster recovery efforts, as may be designated by the City's Emergency Manager.

Additional Duties: 

Performs related tasks or other duties as required or assigned.

Bachelor's degree from an accredited college or university with major coursework in Public Administration, Business Administration, Political Science, Records Management, or a closely related field, and a minimum of three (3) years of progressively responsible administrative experience in records management. Preference will be given to those with experience in municipal government, legislative administration, or a related public sector environment.

In Lieu of a bachelor’s degree, an associate’s degree and a minimum of five (5) years of progressively responsible administrative experience in records management with direct experience in local government or public sector.

Must maintain a Florida driver’s license with an acceptable driving record. Must be a State of Florida Notary public, or obtain within six (6) months of hire. Must have or be able to complete ICS 100 and 700 courses within six (6) months of hire. Must complete the Florida Certified Records Manager (FCRM) designation with two (2) years of being hired or accepting new position. Terms may be extended due to availability or eligibility with approval of City Clerk.

Special Requirements

Thorough knowledge of Florida Statutes and pertinent federal, state, and local laws, codes, and regulations,

as related to position.

Ability to exercise sound independent judgment, discretion, and confidentiality.

Ability to supervise, motivate, and evaluate subordinate employees.

Ability to self-direct, balance priorities, coordinate projects and work creatively in a rapidly evolving, demanding environment.

Ability to establish and maintain effective working relationships with elected officials, department directors, employees, outside agencies, and the general public.

Thorough knowledge of business English, spelling and arithmetic.

Ability to express ideas effectively, both orally and in writing.

Technical Requirements

Working knowledge of standard office equipment and technology, including digital tools and programs required to perform job duties. 

Working Conditions

This is sedentary work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects.

Work requires reaching, stooping, standing, walking, fingering, grasping, lifting, and repetitive motions.

Vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others.

Hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound.

Visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

The worker is not subject to adverse environmental conditions.