Board Specialist I – City Clerk

Administrative Support Specialist

Highly responsible position with limited supervision provides skilled administrative support in the accurate preparation, recording and transcription of City Commission, Advisory Boards and Committee meetings and agendas of the City. Independently prepares correspondence. Answers telephones and assists with public inquiries.

Essential Job Functions

• Performs various duties in preparing assigned meetings, which include room preparation, equipment preparation, preliminary correspondence concerning documentation review and revision, agenda and back up material preparation and agenda packet distribution.
• Attends all assigned meetings for City Commission, Advisory Boards and Committees of the City for the purpose of providing Parliamentarian and administrative support, paying specific attention to all legal requirements as prescribed by Florida Statute or City Code.
• Provides accurate, clear, concise, and timely minutes, transcripts, and recordings. May be asked to do verbatim minutes as needed.
• Distributes/publishes minutes and other information to board members, administrative officials, and the public. This includes updates to the City website or other communications as needed.
• Assists with tracking terms of all board members. Processing applications for advisory boards and committee vacancies and preparing packets for City Commission review.
• Assists with preparation and distribution of periodic reports concerning attendance, quarterly activities, annual training, and annual production.
• Maintains computer database agendas and forms.
• Provides customer service to all citizens by phone, correspondence or in person, as needed.

(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other related duties as assigned, including City-directed work assignments in the event of a declared emergency.)

Knowledge/Skills/Abilities

• Knowledge of modern business methods, and procedures applicable to public administration and office practices.
• Knowledge of office procedures, equipment, and terminology.
• Knowledge of business English.
• Skilled in composing summaries of minutes.
• Skilled in the operation and care of a computer/word processor, typewriter, copy machines and other assigned office equipment.
• Skilled in customer service, including ability to communicate effectively, both in person and in writing.
• Ability to lift and move boxes of records.
• Ability to make sound independent judgment.
• Ability to maintain effective working relationships with fellow employees, superiors, and the public.
• Ability to maintain complex clerical work records and prepare reports.
• Ability to make decisions in accordance with laws, ordinances, and regulations, when necessary.
• Ability in typing at a prescribed rate of speed.
• Ability to be bonded as a Notary Public.

Education, Experience, Licenses and Certifications

Education and Experience:

• High School Diploma from an accredited high school or possession of an acceptable equivalency diploma is preferred.
• Five (5) years of progressively responsible clerical work.

(A comparable amount of relevant training, education and/or experience may be substituted for the above qualifications.)

Licenses and Certifications:

None

Emergency Response Responsibility

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees are subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.

Veterans Preference Statement

The City of Nort Port, FL is an Affirmative Action/ADA/Veterans' Preference and Equal Opportunity Employer. Women, Minorities, and Persons with Disabilities are Encouraged to Apply.