What we need is a Town Clerk as is required by the Charter, but we’ve spent our money so cannot afford one

Our Town Charter has a job description for a Town Clerk.  Pam Tomlinson took over both positions but could not handle either effectively nor in accordance with her described duties.  As such we were told by Mr. Jones that he needed an Office Manager, but technically he is the MANAGER and we need a Town Clerk to assist him.

SPECIFIC DUTIES AND RESPONSIBILITIES:

ESSENTIAL JOB FUNCTIONS:

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification.  The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position:

  • Provide notice of Council Meetings to members and public

  • Attend council meetings and keep electronic recordings and minutes of proceedings for public record

  • Receives cash or deposits, verifies amounts and records receipts

  • Prepares deposits

  • Prepares and manages water bills/revenue receipt

  • Enter and track meter readings

  • Custodian of all records, documents and papers of the Town

  • Attests all legal documentation for the Town

  • Administer oaths as necessary

  • Arrange and supervise all Town elections

  • Prepare agenda for Council meetings

  • Maintenance and updates of Town Charter and Town ordinances

  • Maintain financial records for the Town, tracking revenues and expenditures

  • Supervision of clerical and accounting personnel

  • Represents the Town in the absence of the Town Manager

  • Supervision of personnel in the absence of Town Manager

  • Assists Town Manager in the formulation of administration principals, practices and policies

  • Prepares reports for the Town Manager and Town Council

  • Performs related duties as directed

MINIMUM QUALIFICATIONS

High School diploma or GED and at least five years of progressively responsible clerical experience.

LICENSES, CERTIFICATIONS OR REGISTRATIONS:

Valid Florida Drivers License

Certified Municipal Clerk; or the ability to become certified through the Florida Institute of Government and Florida Association of Certified Clerks

KNOWLEDGE, SKILLS AND ABILITIES:

  •  Proficient with word processing and financial/accounting software

  • Ability to operate recording equipment and transcribe materials

  • Ability to clearly communicate information both verbally and in writing

  • Ability to effectively plan, direct and supervise others.

  • Ability to establish and maintain a professional effective working relationship with associates and to interact with all levels of employees, City officials and the public

  • Ability to exercise sound judgment and discretion in decision-making and all phases of responsibilities

  • Ability to operate basic office equipment, e.g computer terminals, printers, copy machines, telephone systems, facsimile machines

  • Ability to read, update and maintain various records and files

  • Ability to perform basic mathematical functions

 

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