***Position open until December 18, 2022, ***

The City of Haines City is an equal opportunity employer and will consider all applicants for all positions equally without regard to their race, sex, age, color, religion, creed, national origin, veteran status, or any other legally protected status. The City of Haines City is a Drug-Free Workplace. Applicants who complete the initial screening process will be required to complete a pre-employment drug screen and physical. Police Department applicants will also be required to take a Polygraph Examination. All information provided by an applicant will be verified for truthfulness and accuracy if a conditional offer of employment is made. Applications and other submitted documents are considered public records.

By order of the City Charter, this position is appointed by the City Commission and serves as the Administrator for running the day-to-day operations of the City Clerk's Office. Responsibilities include, but are not limited to, the administration and management of the daily operations, fiscal budgeting of operations, and personnel within the department by the City's Personnel Policies and Procedures Manual and the City Charter. The Clerk's Office also serves as the depository for all contracts, agreements, ordinances, resolutions, and proclamations. The Clerk is responsible for all aspects of local elections.

In addition, the City Clerk is responsible for coordinating and overseeing the Records Management program, ensuring the preservation and protection of official records by local, state, and federal laws. Serving as the Records Custodian, the Clerk responds to public records requests. The Clerk also plans, manages, and coordinates the receipt, storage, retention, and destruction of applicable City records.

The City Clerk maintains custody of the municipal seal, attests to and signs official contracts, and documents, and maintains receipt of legal documents. The Clerk also administers and records oaths of office and manages the publication and updates of the City's Code.

Position Function:

As established by Section 8.04. City Clerk of the City Charter:

Sec. 8.04. - City Clerk.

• The city commission shall appoint a city clerk, who shall be the administrative head of the city clerk's office under the direction and supervision of the city commission, and he or she shall hold office at the pleasure of the city commission. He or she shall be chosen solely based on his or her executive and administrative qualifications.
  
• The City Clerk shall:

(1) Appoint and, when he or she deems it necessary for the good of the city, suspend, remove, or discipline all subordinate city employees within the city clerk's office provided for by or under this Charter, except as otherwise provided by law, this Charter, or personnel rules adopted by the city commission.

(2) The city clerk shall have the power to administer oaths and to certify, under the seal of the city, true copies of all minutes, journal entries, and other records of the city. In addition to the powers and duties especially imposed under this Charter, the city clerk shall perform such other duties as may be required by the general laws of the State of Florida or by ordinance or resolution of the city commission, not inconsistent with the Charter or with any ordinance or resolution passed by the city commission.

(3) The city clerk shall be the custodian of the seal of the city, and all records and papers of a general character about the affairs of the municipality. The city clerk, or his or her designee, shall attend all meetings of the city commission and shall keep a journal of its proceedings, the correctness of which proceedings, as entered in such journal, shall be certified after each meeting by the clerk's signature, and by the signature of the presiding officer of the city commission.

Essential Duties:

This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Tasks from various level positions may be performed. The following is a list of essential functions for this position.

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  Manages the daily operations of the City Clerk Division, including all processes related to the City Commission, City Advisory Boards, and/or other City meetings to ensure appropriate preparation of legal/public notices and agendas are completed and posted promptly, and proper recording of meeting minutes and any actions taken as a result of those meetings. Responsible for the development of proclamations and certificates of appointment and appreciation.
  
• Administers the City's records management program and coordinates the logging, filing, and digitizing of municipal records and files; oversees the preparation of documents for storage and disposition; ensures the safekeeping of records in compliance with applicable laws, City policies, and the ability to retrieve documents as needed. Facilitates the electronic records management of the City documents and is responsible for the codification of the City's Code of Ordinances and Land Development Regulations. Performs the fulfillment of public records requests within the city, and coordinates with other department personnel when necessary.

• Serves as the qualifying official and supervisor of all municipal elections. Coordinates with the County Supervisor of Elections and serves on the Canvassing Board for certification of election results for all municipal elections with responsibility for advertisements and dates relating to City elections. Distributes and assists in the final filing of Financial Disclosure, voting conflict of interest, and related forms for municipal officials.

• Manages the City's Cemetery Services through the selling, recording, indexing, and maintenance of records for cemetery spaces, burial arrangements, and payments.

• Provides support to the City Commission concerning all forms of correspondence and travel arrangements.

• Serves as Event Planner for events assigned by City Commission and/or City Manager.

• Performs additional duties as assigned by the City Commission or City Manager consistent with the City Charter and/or any approved City Ordinances or Resolutions.

Environment:

Duties are performed primarily within an office environment or setting. Possible exposure to dust and mold.

Knowledge/Skills/Abilities:

• Required knowledge and experience are normally obtained through the completion of an advanced education from an accredited educational institution of higher learning resulting in a Bachelor's Degree in Public Administration, Business Administration, Social Sciences, or a related field, three (3) to five (5) years of work-related experience, and a Certified Municipal Clerk (CMC) designation is preferred.
  
  
  
• Extensive tenure as a City Clerk may substitute for education requirements. If a Certified Municipal Clerk designation is not currently held, one must be obtained within two years.
  
• Must have the ability to comprehend and retain the knowledge of Municipal Codes and Ordinances, City Charter, and intergovernmental relationships of the city.
  
• Must possess a thorough knowledge of applicable election laws, knowledge of records retention rules, the Florida Public Records Law, the Government in the Sunshine Law, and parliamentary procedure.
  
• Skill in team building and interpersonal communication.
  
• Have the ability to plan, direct, and evaluate the activities of staff.
  
• Ability to evaluate and implement efficient recordkeeping methods, including the use of office automation systems, and computer technology.
  
• Ability to analyze administrative problems, and implement sound policy, and procedural solutions.
  
• Must demonstrate good oral, written, and grammatically correct communication skills.
  
• Must be able to read and understand Federal and State regulations, City policies, and procedure manuals.
  
• Ability to remain up to date on Federal, State, and City regulations, best practices, and policies affecting department activities.
  
• Ability to establish and maintain effective working and professional relationships with City and other public employees, public officials, contractors, consultants, vendors, media, and the general public.
  
• Ability to perform basic mathematical equations necessary to perform budget and procurement analyses.
  
• Ability to use software programs specific to operations. (e.g., Microsoft Office, Laserfiche, eScribe, ADG, etc.).

Other Requirements:

• Must possess a valid Florida Class E driver's license.
  
  
  
• Must pass applicable pre-employment testing and background checks.

SPECIAL REQUIREMENT:

This position may be required one to report for work when a declaration of emergency has been declared in Polk County and/or Haines City.