Assistant to the City Clerk job vacancy in City of Gulf Breeze – Jobs in Florida

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Job Details
Company Name :
City of Gulf Breeze
Company Location :
Gulf Breeze, FL 32561
Job Position :
Assistant to the City Clerk
Job Category :
Jobs in Florida

Job Description :
CITY OF GULF BREEZE
ASSISTANT TO THE CITY CLERK
JOB DESCRIPTION
TITLE: ASSISTANT TO THE CITY CLERK
DEPARTMENT: CITY CLERK
CLASSIFICATION: FULL-TIME REGULAR, NON-EXEMPT
PAYGRADE: 10 ($32,473-$51,957 ANNUALLY)
GENERAL JOB DESCRIPTION:
This full-time position performs professional administrative duties as the primary assistant to the
City Clerk. The duties include assisting in the overall proceedings of the City Council and production and safekeeping of all records pertaining thereto. The scope and responsibilities of this employee are reviewed by the City Clerk. Employees in this class generally possess extensive departmental knowledge and excellent clerical/keyboard skills. Employees must be able to handle a variety of responsibilities in a fast-paced work environment. Duties include a variety of secretarial tasks and heavy public contact work. The incumbent may coordinate several work projects and tasks simultaneously. Attendance may be required at evening meetings in addition to regular work hours.
This position offers a competitive salary and benefits, including health insurance, vision and dental, holidays and paid time off, and a generous retirement program.
JOB CHARACTERISTICS & ACCOUNTABILITY:
The Assistant to the City Clerk reports to the City Clerk. Additional tasks may be assigned by the
City Manager, City Council, or Administrative Services Director. The Assistant to the City Clerk must work well with others and exercise professional and responsible judgment and take direction to carry out city functions.
ESSENTIAL FUNCTIONS:
Assists City Clerk with preparing public notices for all meetings subject to the Sunshine Law and prepares and submits legal advertisements/notices as necessary;
Assists in the preparation and distribution of agenda materials and minutes for all regular/special sessions of the City Council and other board and committee meetings as deemed appropriate;
Assists with bookkeeping and recordkeeping duties, including purchasing cards. invoices, filing, and reporting;
Relieves City Clerk of various clerical and administrative details; performs a variety of functions within the City Clerk’s office requiring knowledge of department policies and procedures;
Responds to telephone, electronic, and in-person inquiries, including public records; greets the general public and city officials; researches and retrieves data for the public, media, and City departments.
Coordinate and make arrangements for intergovernmental meetings, including reserving meeting space and inviting attendees; Coordinates special projects as directed;
Assists in managing and coordinating organization-wide record retention efforts, including ensuring adherence to legal requirements for maintaining, disposing of, archiving, or releasing public records in accordance with applicable laws, ordinances, and General Record Schedules.
Attend meetings and training (both during and after regular office hours) as deemed necessary by the Clerk and City Manager;
Assists in monitoring terms of appointment to city boards; notify the appropriate person of vacancies and need for appointments; Provides secretarial and/or administrative services to boards or committees as assigned by the City Clerk;
Assists in obtaining annual Financial Statement Disclosure Forms, including current
Board/Council members, newly appointed board members, and outgoing board members;
Generates competitive bids for all city departments, coordinating and scheduling bid due dates and advertisements, and posting bids through vendor registry software; Under the supervision of the City Clerk.
Point of contact for issuance of RFP/RFB/RFQs through vendor registry software, receiving bids solicited by the City for various projects and administering bid openings and distribution of the process. Under the supervision of the City Clerk.
Maintain all bid documents in accordance with all applicable laws and City purchasing policies.
Performs Emergency Response tasks and assignments as directed;
Performs other duties as required.
EDUCATION AND/OR EXPERIENCE:
Prefer completion of a two-year college curriculum with an Associate’s Degree or any equivalent combination of experience and training, which provides for the knowledge, ability, and skills for this position;
Considerable experience in the performance of responsible and complicated clerical work, including the assembly, promulgating, recording, and keeping of official files and records;
Notary Public desirable;
Computer literate and adaptable to new technologies Must be proficient in the use of copy machines and computer software, including Microsoft Office Suite (PowerPoint, Excel, Word, and Outlook);
Must be able to draft articulate business correspondence;
Must have a valid Florida Driver’s License to perform errands or attend training as required;
Applicants are subject to pre-employment screening;
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM
ESSENTIAL JOB FUNCTIONS:
Physical Requirements: Tasks involve some walking, standing; lifting and carrying objects of light to moderate weight (5-15 pounds) ;
Data Conception: Demonstrates the ability to compare and/or judge the readily observable, functional, or composite characteristics (whether similar to or divergent from obvious standards) of data, people, or things;
Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving and receiving oral instructions, assignments, and/or directions;
Language Ability: Requires the ability to read a variety of materials relevant to government, legal, and municipal administration operations that range from moderate to complex levels;
Intelligence; Requires the ability to analyze and interpret problems and draw valid conclusions in program coordination development;
Verbal Aptitude: Must communicate efficiently and effectively in Standard English. Must consistently demonstrate the ability to speak with poise, confidence, and voice control;
Numerical Aptitude: Requires the ability to add, subtract, multiply and divide; calculate decimals and percentages;
Form/Spatial Aptitude: Demonstrates the ability to inspect items for proper length, width, and shape, and visually read various information;
Motor Coordination: Requires the ability to coordinate hands and eyes accurately in handling, sorting, and filing documents;
Manual Dexterity: Must have minimal levels of eye/hand/foot coordination;
Color Discrimination: Requires the ability to differentiate between colors or shades of colors.
Interpersonal Temperament; Requires the ability to deal with people from a variety of departments in both giving and receiving instructions. Must be able to perform under stress of frequent deadlines.
Environmental Requirements: Tasks are performed with infrequent exposure to adverse environmental conditions.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of advanced office support functions.
Knowledge of report and record-keeping principles and techniques.
Knowledge of filing principles and methods.
Knowledge of Florida Statute Chapter 119-Public Records.
Knowledge of and experience in the responsibilities required for the preparation of an agenda for an official public meeting, as well as in the maintenance and disposition of public records.
Skilled in written and oral communications for effective expression and clarity in task assignments.
Ability to consistently demonstrate and effectively utilizes supervisory techniques and principles.
Ability to exercise sound judgment and make independent decisions in accordance with established departmental policies and procedures.
Ability to establish and maintain effective working relationships with supervisor, support staff, and other departments position interact with.
Ability to analyze, organize and review work for efficient results and accuracy.
Ability to handle a multitude of diverse tasks simultaneously while maintaining attention to detail to ensure accuracy in task performance.
EQUAL OPPORTUNITY EMPLOYER:
The City of Gulf Breeze, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act (42 U.S. C. 12101 et. seq.), the City of Gulf Breeze will provide reasonable accommodations to qualified individuals with disabilities and encourage prospective and current employees to discuss potential accommodations with the employer. The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Job Type: Full-time
Pay: $32,473.00 – $51,957.00 per year
Benefits:

Dental insurance
Employee assistance program
Health insurance
Life insurance
Paid time off
Retirement plan
Vision insurance

Schedule:

8 hour shift
Monday to Friday

Ability to commute/relocate:

Gulf Breeze, FL 32561: Reliably commute or planning to relocate before starting work (Required)

Education:

High school or equivalent (Required)

Work Location: One location

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