Deputy City Clerk

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions herein described.
Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description just as though they were actually written out in this job description.
Deputy City Clerk Department: Administration Pay Grade: Z-159 FLSA Status: Non-Exempt JOB SUMMARY: The position is under the general supervision of the City Manager.
This is an executive secretarial and administrative function within the City’s government.
This position directly assists the City Clerk, City Council, Mayor, and City Manager in the completion of their duties.
Work is evaluated verbally through feedback, conferences, performance discussions, and annual evaluations.
ESSENTIAL JOB FUNCTIONS: Act as the public relations contact.
Respond to citizens' immediate needs by phone, email, correspondence, and face-to-face.
Perform telephone switchboard activities for City Hall.
Coordinate both incoming and outgoing municipal correspondence as required.
Research and distribute public information requests.
Coordinate employee events with Department Heads, officials, and personnel.
Assist in preparing meeting agendas, process supporting material, and provide pertinent documentation.
Notarize documents as requested.
Secure City vault and computer documents.
Create copies, seal, and mail documents.
Assist with all official City records, both electronic and hard copy.
Maintain all records and files.
Review employee time entry for administration.
Handle purchase orders/requisitions for administration and other departments.
Reserve rentals of City facilities.
Handle cemetery sales.
Coordinate with funeral homes and monument companies when necessary.
Prepare City meeting agendas and materials.
In the absence of the City Clerk, attests by signing all legal papers such as agreements, leases, ordinances, and resolutions; records same in various files; furnishes certified copies of records as needed.
Perform other related work as required or assigned.
Mission critical position: Essential employees may be required to work during an undeclared or declared emergency.
The City Manager makes the determination on who will be required to work in times of emergency.
QUALIFICATIONS: Education and Experience: High school diploma or GED.
Associate degree from an accredited college or university preferred.
A minimum of five (5) years of experience performing high-level administrative duties; an equivalent combination of education and experience that is determined to be directly related to the foregoing specific requirements may be substituted.
Clerical work in city government preferred.
High proficiency in typing skills and computer operations and programs is required.
Licenses or Certifications: Certified Municipal Clerk (CMC) certification, or obtain within three (3) years of employment.
Notary Public for the State of Florida, or obtain within three (3) months of employment.
Possess and maintain a valid State of Florida Class E driver license.
Knowledge, Skills and Abilities: Knowledge of the geography of the City of Zephyrhills.
Knowledge of the City's departments and their operations.
Knowledge of the City's policies, procedures, and ordinances.
Knowledge of legal advertising requirements, intergovernmental relations, election laws and procedures, procurement laws and procedures, Florida State regulations for public records management, retention, and disposition.
Knowledge of procedures in conducting municipal elections.
Knowledge of City Ordinances, legal requirements, policies, and procedures.
Knowledge of documents for filing in all state and local agencies.
Knowledge of the organization, function, and activities of municipal government.
Knowledge of current principles and practices of office procedures and management.
Knowledge of the cemetery.
Ability to learn complex tasks and remember how to complete tasks without assistance once trained.
Ability to operate a variety of typical office equipment.
Ability to effectively work under pressure/stress with extreme accuracy.
Ability to write resolutions, ordinances, and other legal documents.
Ability to coordinate a wide range of activities and programs.
Ability to accurately prepare and report at City Council meetings.
Ability to understand and interpret state and local laws.
Ability to prioritize multiple tasks effectively and independently.
Ability to establish and maintain effective working relationships with City officials, employees, and the general public.
Ability to work regularly scheduled hours; and occasional evening and weekend hours.
Ability to operate a City vehicle safely.
REQUIRED PHYSICAL, MENTAL AND INTERPERSONAL CAPABILITIES: This position requires the following physical, mental, and interpersonal capabilities: Must be in good physical condition.
Frequent sitting, standing or walking, sometimes for sustained periods.
Requires frequent use of senses including sight, touch, hearing and speaking.
Occasional lifting and/or carrying objects of moderate weight up to forty (40) pounds.
Occasional bending/stooping, climbing, grasping, kneeling, pulling, pushing, or reaching.
Substantial and repetitive movements of the wrist, hands, and/or fingers.
Frequent viewing of a computer terminal and/or extensive reading.
Must be able to interact with and, work well with, coworkers, contractors, citizens, elected officials, and administrators at all levels of government.
Possess good moral character and be trustworthy.
Maintain confidentiality.
Requires work on-site and is not eligible for permanent remote work.
The City will provide reasonable accommodations to otherwise qualified individuals with a disability where required by, and in accordance with, applicable law.
Employees or job applicants who require a reasonable accommodation must request such accommodation by contacting the Human Resources Department.
WORK ENVIRONMENT: Requires work primarily in an office environment.
May frequently be exposed to dissatisfied customers and citizens.
May require infrequent exposure to adverse environmental conditions.
Works in a safe and secure work environment that may periodically have unpredicted requirements or demands.
The City of Zephyrhills has the right to revise this job description at any time.
This description does not represent in any way a contract of employment.
Nothing in this job description should be construed to mean or imply that these are the only duties to be performed by the employee occupying this position.
Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by his or her supervisor.