Administrative Coordinator I – City Clerk
Purpose of Classification
The purpose of this classification is to perform specialized, moderately complex clerical work in support of the areas of responsibility of the City Clerk. Position coordinates response to records requests; updates records; scans, files and/or forwards official City documents; prepares and reviews City Commission agenda items; assists the public with City business; maintains tracking logs and schedules; assists with municipal election preparation; writes minutes for public meetings as assigned; and performs various other administrative duties in support of the City Clerk's office.
The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions 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.
Scans, files, and maintains all official documents approved by the City Commission, including City Ordinances, Resolutions, and any associated agreements.
Maintains tracking log of agreements for signature and creates transmittal letters for each signature.
Forwards various documents to the Palm Beach County Clerk and Comptroller for recording, such as liens, abandonments, and annexations; and receives and reconciles Palm Beach County Recording Statements.
Attends and records advisory board meetings as assigned; records minutes of meetings using digital recording equipment; transcribes and types minutes of board meetings; reviews City Codes, Ordinances, and other legal documents as required to prepare board minutes; submits draft minutes for review and approval; edits and prints final minutes; copies and distributes minutes to board members, City officials, and staff; and assists with updating board attendance.
Performs and coordinates lien searches through a third-party provider, and processes related billing.
Updates planning and zoning folders, including Affidavits of Mailing and legal advertisements.
Assists with processing public records requests in the GovQA system, including receiving, logging, and distributing public records requests to appropriate department(s) for completion; following up as necessary to expedite completion of requested information from department(s); and returning requested public records information to originator.
Intakes solicitation permit applications, forwards to the City's Police Department for approval, and prepares approved solicitation permits.
Files Recording of Easements and Abandonments with the appropriate government office or with private entities as required.
Assists in the sale of cemetery lots and mausoleum space; processes cemetery work orders; interacts directly with the public, cemetery sexton, and funeral directors; and maintains cemetery records.
Makes modifications to the City Clerk's web page to update and keep current.
Sorts incoming mail for the City; posts outgoing mail; ensures adequate postage is maintained; and submits requisitions to purchase additional postage when needed.
Prepares Certification of City of Boynton Beach documents when needed.
Maintains election poll worker information and voting data.
Serves as City Clerk liaison for all ITS and Facility Management matters.
Assists with preparation and submission of purchase orders and requisitions for the City Clerk's office.
Answers and screens incoming telephone calls as the department's main answering point.
Operates office equipment, including telephone, typewriter, computer, copier, and postage machine.
Maintains copiers with toner and paper.
Assists the City Clerk and Deputy City Clerk with projects as assigned.
Performs other related duties as assigned or required.
- High school diploma or valid equivalent; and
- Two (2) years of progressively responsible experience that includes related office and administrative work in records management, transcription, clerical support, and/or the processing of invoices.
- Possess a Notary Public certification or obtain Notary Public certification within twelve (12) months of hire.
Minimum Qualifications for education and experience must be met before consideration of the following Preferred Qualifications:
- Associate's degree from an accredited college or university .
- One (1) year of previous experience within a municipal clerk's office or municipal government setting.
Effectively communicates with supervisor, employees, other departments, contractors, engineers, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Accurately and expeditiously receives and delivers messages and information to the appropriate individuals.
Ability to prepare accurate and thorough written records and reports.
Ability to understand and follow oral and written instructions, and complete assigned tasks with minimal supervisory direction.
Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of City programs, organization, operations, and specialized terminology relating to department functions.
Knowledge of standard office practices and procedures.
Knowledge of the various types of records.
Knowledge of terminology, policies, and procedures associated with public documents.
Knowledge of, and the ability to correctly use business English, grammar, punctuation, and spelling in performance of duties.
Knowledge of requirements for placing legal advertisements.
Skill in providing excellent customer service to the public and to other City employees.
Skill in prioritizing competing demands to ensure work is completed in a timely manner.
Skill in following complex oral and written instructions, policies, and procedures.
Skill in using general office equipment such as telephone, facsimile, scanner, copiers, and postage machines.
Skill in recording, retrieving, and verifying information.
Ability to operate a personal computer, including word processing software, e-mail, routine spreadsheet applications, electronic calendaring, and other job-related computer software.
Ability to establish effective working relationships with supervisors, co-workers, other department personnel, the public, and with all contacts from outside agencies.
Ability to provide polite, helpful, and courteous service when engaged in any activity with the public, City employees, and City officials.
Ability to communicate effectively with others both orally and in writing.
Ability to understand and transcribe meeting discussions.
Full-time employees (those regularly scheduled to work at least 30hours per week) are eligible for the City's benefit package.
The City of Boynton Beach's comprehensive benefits packageincludes:
• Student Loan Forgiveness
• Health Insurance
• Dental Insurance
• Vision Care Plan
• Basic Term Life Insurance
• Supplemental Life Insurance
• Dependent Life Insurance
• Accidental Death and
• CityPension Plan
• Short Term Disability and other Supplemental Plans
• Long Term Disability Insurance
• Employee Assistance Program
• 457 Savings Plan (three options)
• Paid Annual Leave / Vacation
• Bonus Vacation Hours
• 12Paid Holidays
• Paid Sick Leave / Family Sick Leave
• Educational Assistance Program *( Depending on budget funding )
•On-site Training Program
• Wellness Program
• Pre-Paid Legal and Identity Theft Protection Plans
• Credit Union
• Tax Deferred 125 Premium Plan
• Flexible Spending Account
• Direct Deposit
• Social Security
Student Loan Forgiveness
Let your City of Boynton Beach employment work for you! Under the U.S. Department of Education's Public Service Loan Forgiveness (PSLF) program, your student loan balance may be forgiven after you have made 120 qualifying monthly payments while working full-time with a governmental agency. Visit StudentAid.gov/publicservice for more information or to see if you qualify.
The City pays the entire premium for an eligible employee. The employee may elect to cover a spouse and/or dependent children by paying the applicable premium for the dependent(s).
Premiums for eligible employeesare paid by the City. Premiums for any covered dependent are paid by the employee with a contribution by the City.
Vision Care Plan
Premiums for eligible employees are paid by the City. Premiums for any covered dependent(s) are paid by the employee.
Life Insurance / Accidental Death and Dismemberment Insurance
The City provides each eligible employee with term lifeandaccidental death insurance.
Supplemental Life Insurance / Supplemental AD&D Insurance
Employees may purchase supplemental term life insurance on an individual-choice basis with premiums based on age. A matching amount of Accidental Death insurance may also be purchased.
Dependent Life Insurance
Employees who select supplemental coverage for themselves may also purchase coverage for their spouse and dependent children.
City Retirement / Pension Plans
The City has pension plans for general employees, police, and firefighters. Each plan is contributory with both the employee and the City contributing to the program.
Supplemental plans provide direct cash payments regardless of any other coverage you may have, and are designed to help fill in any gaps in a medical plan. The employee pays the premiums for these supplemental plans.
Short and Long Term Disability
The City provides Short and Long Term Disability insurance to eligible employees. The plan is designed to cover a disability sustained on or off the job.
Employee Assistance Program (EAP)
The City contracts with an employee assistance program (EAP) toprovide employees and their dependentswith free, confidential and professional counseling to help resolve personal or family problems.
Deferred Compensation Plans (457 Plans)
The City makes available three deferred compensation plans that the employee may voluntarily contribute to on a tax-deferred basis.
All full-time employees accrue time toward paid vacation leave. Accrual begins immediately and vacation may be taken after six months of employment.
The City observes 12paid holidays throughout the year.
Sick Leave / Family Sick Leave
Full-time employees accrue one day ofsick leaveper month. An employee may elect to use up to 5 days per year of accrued sick time for illness in his/her immediate family.
Tuition Assistance *( Depending on availablebudget funding )
The Tuition Assistance Program reimburses eligible employees for successful completion of approved courses leading to Associate, Bachelor and Master degrees.
The City offers many wellness activities and programs throughout the year.
Prepaid Legal Services and Identity Theft Protection Plan
Employees may chooseto enroll ina prepaid legal service plan and an identity theft protection plan. The employee pays the premiums for these plans.
All City employees mayjoin the Credit Union of Palm Beach County. In addition to savings and checking accounts, the Credit Union offers different types of loans, investment choices and recreational opportunities.
Section 125 Plan for Health and Dental Premium
Section 125 of the Internal Revenue code allows you to have your dependent coverage premiums deducted before payroll taxes are withheld resulting in tax savings to you.
Flexible Spending Accounts
Employees mayparticipate in flexible spending accounts for reimbursement of medical and/or dependent care expenses.
Employees may have their bi-weekly paycheck deposited to the financial institution of their choice.
Closing Date/Time: 9/11/2023 11:59 PM Eastern