Job Details

PURPOSE OF CLASSIFICATIONThe purpose of this classification is to provide a variety of highly responsible, confidential, skilled, professional, and complex administrative and executive support-related tasks in relieving the City Clerk of administrative detail while using independent judgment. Assist with all aspects of the department's operations. Act as City Clerk in their absence and/or as otherwise required. Required to attend and perform clerk duties for all City Commission, Community Redevelopment Agency, and other meetings. Coordinates City Commission agenda processes to include preparation, assembly, distribution, and website posting. Participates in interviewing, hiring, training, and supervising office personnel. Assists with Municipal Elections and the Post-Election process. Responsible for legal advertisements for Resolutions and Ordinances.Must be able to deal tactfully and courteously with a variety of professionals, including elected officials at various levels of authority, such as board members, county, state, and other city personnel. The task requires in-depth knowledge of the organization, Florida State Statutes, and municipal code. Requires advanced skills including attention to detail, supervisory skills, and ability to work independently with little or no supervision. Must have excellent customer service skills, typing, and computer skills. Reports to the City Clerk.ESSENTIAL FUNCTIONSThe following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.Supervises office staff and assists the City Clerk with all administrative tasks to support the functions of the City Clerk's Office.Responsible for all records management, both hard copy and electronic (Laserfiche), to ensure the proper retention, retrieval, and destruction of records according to all federal, state, and local requirements.Performs research and records retrieval for records requests; assists in compilation and preparation of department records; compares data and information as directed.Prepares City Commission agendas for City Commission, City Manager, City Attorney, and the public.Coordinate the preparation and publishing of official City Commission, board, and committee meeting minutes via agendas and minutes software.Prepare and transmit legal notices/advertisements meeting deadlines in accordance with Florida Statutes and/or the Code of Ordinances.Attends all Community Redevelopment and City Commission meetings and makes a record of minutes. Assists the City Clerk with meeting functions.Attends special meetings and workshops of the City Commission and other meetings as assigned; makes record of minutes and assists the City Clerk with meeting functions.Compiles, edits, and approves the meeting minutes and feedback agenda of the City Commission meetings, special meetings, and workshops.Provide training for management and staff using the agenda management software, document management software and records request management software,Assists the City Clerk in coordinating activities for all Municipal Elections to include candidate qualifying, campaign treasurer report filing, & attending meetings of the Supervisor of Elections.Drafts and disseminates for the City Clerk correspondence to citizens, department staff, and elected and appointed officials, and research City, State, and Federal laws as applicable.Prepares and attends the meeting room for agenda/staff meetings in preparation of bi-weekly management meetings.Assumes the functions of City Clerk in his/her absence, including officiating City Commission Meetings, certifying, and signing documents, etc.Operates a variety of modern office equipment (i.e., computer terminals, copy machines, recording devices).Prepares City Commission agendas.MARGINAL FUNCTIONSAssists public regarding questions and public records requests.Answers telephones.Performs other related duties as required.MINIMUM QUALIFICATIONS (Education, Training, and Experience)Associate's degree with course work emphasis in advanced administrative support functions; supplemented by at least five (5) years progressively responsible experience in advanced administrative support work, two (2) of which shall be directly related experience in a municipal clerk's office involving elections, records management, city clerk duties, and/or government compliance; and at least one (1) year of experience in employee supervision; certification as a Municipal Clerk through the International Institute of Municipal Clerks (IIMC) preferred; or ability to obtain within 5 years; or an equivalent combination of education, training, and experience.Must be a Notary Public for the State of Florida or be able to obtain within six months of employment. Certification in Florida Records Management is preferred. Must be proficient in the use of computers and Microsoft Office suite (Word, Excel, Outlook).PERFORMANCE INDICATORSThe work performance of supervisory and management personnel of the City of Daytona Beach is routinely evaluated according to the performance criteria outlined herein:Knowledge of Job: Knowledge of applicable federal, state, and local laws, including records retention schedules, HIPAA and privacy laws, ordinances, contracts, the City's rules, policies, processes and procedures. Knowledge of the principles, practices, and requirements associated with the collection, storage, and destruction of municipal records. Thorough knowledge of business English, grammar, punctuation and spelling. Knowledge in the operation of computers, applicable software and Microsoft Office Suite. Skill in leading by example, supervising, evaluating, training and motivating employees. Skill in prioritization and managing multiple projects simultaneously, including multitasking under stressful situations. Skill in understanding and interpreting complex laws, rules, regulations, policies, and guidelines. Skill in working under pressure in a political setting. Skill in oral and written communications, which includes public speaking to a variety of audiences. Ability to work effectively with City officials, community leaders, employees, and the public. Ability to interpret and analyze information and formulate accurate conclusions. Ability to work in a highly confidential environment and exercise the utmost discretion.Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities and requires the same of staff. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high-quality communication and interaction with internal and external entities with whom the position interacts.Quantity of Work: Performs essential functions and related assignments efficiently and effectively to produce a quantity of work that consistently meets established standards and expectations.Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards, and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human, and conceptual areas.Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to upper management with respect to vacation time and leave requests.Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant, and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches issues, situations, and alternatives before exercising judgment.Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences is justified (i.e., poor communications, variance with established policies or procedures, etc.). Offers suggestions and recommendations to encourage and improve cooperation intra- and inter-departmentally.Relationships with Others: Shares knowledge with managers, supervisors, and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships inter- and intra-departmentally, and with external entities with whom the position interacts. Tactfully and effectively handles requests, suggestions, and complaints to establish and maintain goodwill. Emphasizes the importance of maintaining a positive image.Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.Safety and Housekeeping: Adheres to all established safety and housekeeping standards. Ensures such standards are not violated.Planning: Plans, coordinates, and uses information effectively to enhance activities and production. Knows and understands expectations regarding such activities and works to ensure such expectations are met. Develops and formulates ways, means, and timing to achieve established goals and objectives. Effectively and efficiently organizes, arranges, and allocates manpower, financial, and other designated resources to achieve such goals and objectives.Organizing: Efficiently organizes own work and that of subordinate staff. Ensures that personnel understand what results are expected of them, and that each is regularly and appropriately informed of all matters affecting or of concern to them.Staffing: Works with upper management, where appropriate, to select and recommend the employment of qualified personnel. Personally directs the development and training of personnel under charge, ensuring their proper induction, orientation, and training.Leading: Provides a work environment that encourages clear and open communications. Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied. Provides adequate feedback to personnel under charge concerning their performance. Commends and rewards personnel under charge for outstanding performance and takes timely and appropriate disciplinary action as necessary. Exercises enthusiasm in influencing and guiding others toward achievement of established goals and objectives.Controlling: Provides a work environment that is orderly and controlled. Coordinates, audits, and controls manpower and financial resources efficiently and effectively. Coordinates, audits, and controls the utilization of materials and equipment efficiently and effectively. Has a clear and comprehensive understanding of established standards, methods, and procedures.Delegating: Assigns duties as necessary and/or appropriate to meet goals, enhance abilities of personnel under charge, build their confidence, and assist them in personal growth. Has confidence in personnel under charge to meet new or additional expectations.Decision Making: Exercises discretion and judgment in developing and implementing courses of action affecting functions under charge. Recognizes when a particular policy, procedure, or strategy does not foster the desired result and moves decisively and explicitly to develop and implement alternatives.Creativity: Regularly seeks new and improved methodologies, policies, and procedures for enhancing the effectiveness of functions under charge. Employs imagination and creativity in the application of duties and responsibilities. Is not averse to change that supports the achievement of goals and objectives.Human Relations: Strives to develop and maintain excellent rapport with personnel under charge. Listens to and considers their suggestions and complaints and responds appropriately. Establish a work environment to promote and maintain mutual respect.Policy Implementation: Has a clear and comprehensive understanding of policies regarding functions under charge and the function of the organization. Adheres to policies in the discharge of duties and responsibilities and ensures the same from personnel under charge.Policy Formulation: Maintains awareness of changes in operating philosophies and policies and routinely reviews policies to ensure any changes in philosophy or practice are appropriately incorporated into functions under charge. Recognizes and understands the relationship between operating policies and practices and morale and performance. Strives to ensure that established policies enhance the same.PERFORMANCE APTITUDESData Utilization: Requires the ability to coordinate, manage, strategize, and/or correlate data and/or information. Includes exercise of judgment in determining time, place and/or sequence of operations. Includes referencing data analyses to determine necessity for revision of organizational components.Human Interaction: Requires the ability to apply principles of persuasion and/or influence.Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.Verbal Aptitude: Requires the ability to utilize consulting and advisory data and information, such as statistical reports, analytical studies, and policy and procedural recommendations.Mathematical Aptitude: Requires the ability to perform mathematical operations involving basic algebraic principles and formulas, and basic geometric principles and calculations.Functional Reasoning: Requires the ability to apply principles of logical or synthesis functions. Ability to deal with several concrete and abstract variables, and to analyze major problems that require complex planning for interrelated activities that can span one or several work units.Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.ADA COMPLIANCEPhysical Ability: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or pathogenic substances.The City of Daytona Beach is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Daytona Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.Exempt: YesRemote: NoType: FT EmployeeDepartment: City Clerk