Town of Jupiter
Overview
The purpose of this classification is to assist the Town Clerk in the management and coordination of the functions of the Town Clerk’s Office. The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Responsibilities
Assist in the preparation of agendas and packets for Town Council meetings; record and transcribe minutes of Town Council and Board meetings; distribute documentation to Council members, staff, the public, or others as appropriate. Provide customer service functions; respond to routine questions or complaints; initiate problem resolution and provide information related to Town/department activities, boards/committees, documentation, procedures, fees, or other issues. Research various subjects as needed for special projects. Collaborate with the Information Systems (IS) Department on system improvements for best practices; provide technical advice and direction regarding new developments in records management policies and procedures. Perform a variety of management and administrative functions including assisting with departmental budget preparation; monitoring expenditures; managing the annexation process; and assisting with development of departmental goals and objectives. Assist in the recruitment process for volunteers to serve on the Town’s Boards and Committees; serve as a Board or Committee Staff Liaison or Recording Secretary as needed; oversee the planning and management of the annual Boards and Committees Appreciation Luncheon; oversee the management of Boards and Committees onboarding, appointment process and preparation of binders for Council Members; assist with semi-annual goals and objectives process and bi-annual Ethics training. Coordinate with the Town Clerk on promotional items for the office, including hosting local municipal clerk’s association annual events. Update information in the Town Times Newsletter and serve as a Town Clerk Web Content Manager; process electronic agendas and post audio files for the Town website. Assist with coordinating the advertisement of Council notices, bids, or other advertisements in local newspapers; maintain advertising records for proof of publication. Certify and notarize legal documents; administer oaths of office for Police Officers and elected officials in the absence of the Town Clerk. Assist in managing and coordinating municipal elections; assist in hiring poll workers; assist in coordinating and certifying election results. Coordinate public records requests and subpoenas to ensure prompt responses and adherence to Florida Statutes. Coordinate Town-wide Ethics, Sunshine Law, Agenda Management, and Public Records training as needed. Assist with budgetary duties such as budget preparation, expenditure review, or budget administration to ensure compliance with approved budget. Assist in preparing and/or monitoring budget for the area of assignment; monitor status of expenditures in relation to available funds; obtain price quotes for purchases as required. Prepare, publish and post legal advertisements, ordinances, public hearings/notices, and agendas. Perform duties of Town Clerk as authorized and maintain responsibility for all functions in the absence of the Town Clerk, including supervising staff, approving time sheets, exercising independent judgment, certifying documents, receiving/signing subpoenas, receiving/distributing mail, or other tasks. Attend bid openings as needed; attend public meetings as needed; set up meeting facilities and audio/visual equipment as required. Prepare or complete various forms, reports, correspondence, lists, agendas, meeting packets, meeting minutes, legal notices, advertisements, field purchase orders, time sheets, tables, charts, or other documents in conjunction with Office functions. Receive and process forms, reports, correspondence, lists, agenda items, public records requests, legal documents, contracts, ordinances, resolutions, proclamations, code books, Town records, manuals, reference materials, or other documentation; review, complete, process, forward or retain as appropriate. Operate a computer to enter, retrieve, review, or modify data; verify accuracy of entered data and make corrections; use word processing, spreadsheet, imaging, e-mail, Internet, or other programs; perform basic maintenance of computer systems and office equipment. Maintain an electronic file system of departmental records; prepare departmental files; sort and organize documents; file and retrieve documents. Communicate with supervisor, Town Council members, Mayor, employees, other departments, other governmental agencies, local businesses, the public, and others to coordinate work activities and resolve problems. Attend various meetings, serve on committees, and make presentations as needed. Qualifications
Bachelor’s degree in Records Management, Business Administration, Public Administration, or a closely related field. Three (3) years of previous experience and/or training that includes management of official records, office management, customer service, and personal computer operations. Must possess and maintain a valid Notary Public certification by the State of Florida. A comparable amount of training, education, or experience can be substituted for the education requirement. A valid Florida driver’s license is required. For application purposes, a valid driver’s license from any state may be used, with the ability to obtain the State of Florida license within thirty (30) days from the date of employment. Preferred Qualifications
Certified Municipal Clerk (CMC) certification. Experience with Florida Elections and Florida local government. Data and Behavioral Competencies
Data Utilization : Requires the ability to review, classify, categorize, prioritize, and/or analyze data; discretion in determining data classification and referencing analysis to standards. Human Interaction : Requires the ability to apply principles of persuasion and/or influence in supervisory capacity. Equipment, Machinery, Tools, and Materials Utilization : Requires the ability to operate and control equipment, machinery, tools, and/or materials used in essential functions. Verbal Aptitude : Requires the ability to use a wide variety of reference, descriptive, and/or advisory data and information. Mathematical Aptitude : Requires the ability to perform arithmetic operations and interpret graphs. Functional Reasoning : Requires the ability to interpret instructions and exercise independent judgment to adapt methods and standards. Situational Reasoning : Requires the ability to exercise judgment and creativity in evaluating information against criteria. ADA and Physical Requirements
Physical Ability : Light physical effort; may involve lifting, carrying, pushing, and/or pulling of light-weight objects; extended periods at a keyboard or work station. Sensory Requirements : Ability to perceive visual cues and communicate orally. Environmental Factors : May involve exposure to adverse environmental conditions such as dust or mildew. The Town of Jupiter, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
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The purpose of this classification is to assist the Town Clerk in the management and coordination of the functions of the Town Clerk’s Office. The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Responsibilities
Assist in the preparation of agendas and packets for Town Council meetings; record and transcribe minutes of Town Council and Board meetings; distribute documentation to Council members, staff, the public, or others as appropriate. Provide customer service functions; respond to routine questions or complaints; initiate problem resolution and provide information related to Town/department activities, boards/committees, documentation, procedures, fees, or other issues. Research various subjects as needed for special projects. Collaborate with the Information Systems (IS) Department on system improvements for best practices; provide technical advice and direction regarding new developments in records management policies and procedures. Perform a variety of management and administrative functions including assisting with departmental budget preparation; monitoring expenditures; managing the annexation process; and assisting with development of departmental goals and objectives. Assist in the recruitment process for volunteers to serve on the Town’s Boards and Committees; serve as a Board or Committee Staff Liaison or Recording Secretary as needed; oversee the planning and management of the annual Boards and Committees Appreciation Luncheon; oversee the management of Boards and Committees onboarding, appointment process and preparation of binders for Council Members; assist with semi-annual goals and objectives process and bi-annual Ethics training. Coordinate with the Town Clerk on promotional items for the office, including hosting local municipal clerk’s association annual events. Update information in the Town Times Newsletter and serve as a Town Clerk Web Content Manager; process electronic agendas and post audio files for the Town website. Assist with coordinating the advertisement of Council notices, bids, or other advertisements in local newspapers; maintain advertising records for proof of publication. Certify and notarize legal documents; administer oaths of office for Police Officers and elected officials in the absence of the Town Clerk. Assist in managing and coordinating municipal elections; assist in hiring poll workers; assist in coordinating and certifying election results. Coordinate public records requests and subpoenas to ensure prompt responses and adherence to Florida Statutes. Coordinate Town-wide Ethics, Sunshine Law, Agenda Management, and Public Records training as needed. Assist with budgetary duties such as budget preparation, expenditure review, or budget administration to ensure compliance with approved budget. Assist in preparing and/or monitoring budget for the area of assignment; monitor status of expenditures in relation to available funds; obtain price quotes for purchases as required. Prepare, publish and post legal advertisements, ordinances, public hearings/notices, and agendas. Perform duties of Town Clerk as authorized and maintain responsibility for all functions in the absence of the Town Clerk, including supervising staff, approving time sheets, exercising independent judgment, certifying documents, receiving/signing subpoenas, receiving/distributing mail, or other tasks. Attend bid openings as needed; attend public meetings as needed; set up meeting facilities and audio/visual equipment as required. Prepare or complete various forms, reports, correspondence, lists, agendas, meeting packets, meeting minutes, legal notices, advertisements, field purchase orders, time sheets, tables, charts, or other documents in conjunction with Office functions. Receive and process forms, reports, correspondence, lists, agenda items, public records requests, legal documents, contracts, ordinances, resolutions, proclamations, code books, Town records, manuals, reference materials, or other documentation; review, complete, process, forward or retain as appropriate. Operate a computer to enter, retrieve, review, or modify data; verify accuracy of entered data and make corrections; use word processing, spreadsheet, imaging, e-mail, Internet, or other programs; perform basic maintenance of computer systems and office equipment. Maintain an electronic file system of departmental records; prepare departmental files; sort and organize documents; file and retrieve documents. Communicate with supervisor, Town Council members, Mayor, employees, other departments, other governmental agencies, local businesses, the public, and others to coordinate work activities and resolve problems. Attend various meetings, serve on committees, and make presentations as needed. Qualifications
Bachelor’s degree in Records Management, Business Administration, Public Administration, or a closely related field. Three (3) years of previous experience and/or training that includes management of official records, office management, customer service, and personal computer operations. Must possess and maintain a valid Notary Public certification by the State of Florida. A comparable amount of training, education, or experience can be substituted for the education requirement. A valid Florida driver’s license is required. For application purposes, a valid driver’s license from any state may be used, with the ability to obtain the State of Florida license within thirty (30) days from the date of employment. Preferred Qualifications
Certified Municipal Clerk (CMC) certification. Experience with Florida Elections and Florida local government. Data and Behavioral Competencies
Data Utilization : Requires the ability to review, classify, categorize, prioritize, and/or analyze data; discretion in determining data classification and referencing analysis to standards. Human Interaction : Requires the ability to apply principles of persuasion and/or influence in supervisory capacity. Equipment, Machinery, Tools, and Materials Utilization : Requires the ability to operate and control equipment, machinery, tools, and/or materials used in essential functions. Verbal Aptitude : Requires the ability to use a wide variety of reference, descriptive, and/or advisory data and information. Mathematical Aptitude : Requires the ability to perform arithmetic operations and interpret graphs. Functional Reasoning : Requires the ability to interpret instructions and exercise independent judgment to adapt methods and standards. Situational Reasoning : Requires the ability to exercise judgment and creativity in evaluating information against criteria. ADA and Physical Requirements
Physical Ability : Light physical effort; may involve lifting, carrying, pushing, and/or pulling of light-weight objects; extended periods at a keyboard or work station. Sensory Requirements : Ability to perceive visual cues and communicate orally. Environmental Factors : May involve exposure to adverse environmental conditions such as dust or mildew. The Town of Jupiter, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
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