HomeMy WebLinkAbout2001 04 09 Regular A NEW City Clerks Annual Salary Review
March 12,2001
Regular Agenda "A "
COMMISSION AGENDA
ITEM A
CONSENT
INFORMATIONAL
PUBLIC HEARING
REGULAR X
04/9/01
Meeting
MGR. M /DEPT
Autho~ization
REQUEST: City Manager requesting the City Commission to review information
relative to the City Clerk's annual salary review and to take whatever action it deems
appropriate.
CONSIDERATION:
The Commission asked the City Manager to provide a performance review of the City Clerk
and examine compensation relative to the marketplace.
1. Current Salary: The current clerk's salary is $40,000.
2. An analysis of the marketplace based upon an incremental application of experience to
market data suggests a salary of$40,433.
3. Utilizing the city's merit system, which traditionally has been applied to full time
employees other than the City Manager, I would recommend an exceptional rating
resulting in a 6% increase. Utilizing this approach, the clerk's new salary would be.
$42,400.
RECOMMENDATION:
I would suggest the Commission strongly consider applying the merit plan in the same way
applied to all other city employees.
Anything over and beyond that is going to be very difficult for me to explain to my staff.
Anything less that that would be very difficult for me to explain to the clerk.
ATTACHMENTS:
1. February 22, 2001 memo from Gene DeMarie.
2. Page from Merit Plan.
3. Evaluation.
COMMISSION ACTION:
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MEMORANDUM
DATE: March 26, 2001
TO: Ron McLemore, City Manager
FROM: Gene DeMarie, Director of General Services
SUBJECT: City Clerk Survey
As you instructed, I have made additional inquiries about City Clerks in
surrounding communities to supplement the salary survey I completed on
February 21,2001, and transmitted to you the following day.
At the outset, I can confirm that cities used to survey the City Clerks'
offices were identical to those used to survey City Manager compensation.
I would need more information to determine if a problem exists.
Regarding the fact that our City Clerk has a degree, that is certainly a
commendable accomplishment, but appears to be irrelevant to the duties
and responsibilities of the City Clerk position. No other surveyed City
Clerk holds a degree, and no city requires one. The only city that mentions
a degree of any kind is Kissimmee, where an Associates degree may
provide a mix with experience to meet qualifications for the position. If
anything, most cities mention a requirement or a preference for a CMC
designation, which we do not.
Regarding job descriptions, the City of Oviedo's comes closest to
matching our own, while the City Clerks in other surveyed communities
perform duties and functions that ours does not. Most common is the
requirement to take applications, monitor, and issue occupational licenses,
but some City Clerks also administer the risk management program in their
communities. Some have significant duties that we vest in the Finance
Department. Still others administer cemetery operations, to include sales
and transfers of burial plots, and coordinating burial arrangements. In
Apopka, the City Clerk also serves as an official member of the General
Employee Pension Board of Trustees, and has purchasing responsibilities
for distributing bid specifications, and then receiving and opening all bids.
On the other hand, in most cities, the Clerk's office does not take and
transcribe minutes for all boards as ours does.
Aside from responsibilities, I considered workload, and discovered that
only three or the nine communities surveyed had more employees in the
City Clerk's office than ours. The average number is 3.3, with Altamonte
,I" .
...
Springs having a high of seven and greatly affecting the average. Oviedo,
Winter Park, Lake Mary, and Casselberry have only two. In cities having
more than three persons in the City Clerk's office, it is because the office is
doing more functions than those done in Winter Springs.
Please let me know if you require additional information.
,
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MEMORANDUM
DATE: February 22, 2001
FROM: Gene DeMarie, Director of General Services
@
TO:. Ron McLemore, City Manager
SUBJECT: 2001 City Clerk Salary Survey
As you requested, I have compiled current information regarding salary
ranges and current compensation of City Clerks in nine (9) cities around
Orlando that are similar in size and makeup to Winter Springs. The
position is currently vacant in Apopka, so averages of incumbent salaries
and years in the position are based on only eight (8) cities. The City Clerk
in Oviedo was only recently hired, so that further skews the averages, but
was included. Eliminating Oviedo from the equation would mean that the
averages of incumbent salaries and years in the position would be
significantly higher.
Using the incremental methodology that you favor, I calculated the
following:
1. The difference between the average salary range minimum (which
you previously called the market value minimum) and the average of
incumbent salaries (which you previously called the market value
average salary) is $12,486.
2. Based on the 10.5 average years of service in other cities, I calculated
that $1,189.14 would be the average annual increment.
3. To determine Andrea's experience, I used her date of appointment as
"Acting" City Clerk, giving her two (2) years of experience.
4. Applying the average annual increment for each year of service to the
market value minimum brings us to a total of $40,433.28. Andrea's
current salary is $40,000.
If we only consider Andrea's service of 16 months as the permanent City
Clerk, she is compensated right in line with other City Clerks with similar
experience. None of this takes into account performance or other factors
that have an impact on an individual's pay and benefits.
I hope this is what you were looking for, but if not, let me know and I will
provide additional data as necessary.
'"
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CITY CLERK SALARY SURVEY
GREATER ORLANDO AREA
Compiled February 21. 2001
SALARY OF YEARS IN
CITY SALARY RANGE INCUMBENT POSITION
Alt. Springs $ 42,000 - 63,000 $ 51,573 17
Apopka 35,251 - 64,664 (Vacant)
Casselberry 35,833 - 51,215 51,215 9
Kissimmee 35,674 - 53,511 53,518 11
Lake Mary 40,664 - 60,986 58,032 16
Longwood 37,000 - 54,000 48,621 8
Oviedo 36,693 - 55,039 37,005 <1
Sanford 35,579 - 53,816 51,077 12
Winter Park 43,798 - 67,402 53,286 10
AVERAGES 38.055 - 58.181 50.541 10.5
Winter Springs 38,028 - 55,141 40,000 <1.5
SALARY RANGE: $38,028 - $55,141
CITY OF WINTER SPRINGS
JOB DESCRIPTION
JOB TITLE:
CITY CLERK
PAY GRADE
31
DEPARTMENT:
CITY CLERK
GENERAL DESCRIPTION:
Responsible administrative and supeNisory work managing the various functions and
responsibilities of the City Clerk's Office. Work is performed under the administrative direction of
the City Manager.
ESSENTIAL JOB FUNCTIONS:
~Ians and directs departmental operations involving the following:
1. Maintenance of all official City documents and records; recordation of actions by the City
Commission, including the identification and implementation of appropriate automated
systems to accomplish same (records management, historical indexing, legislative
tracking).
2. Coordination of City Commission agenda documents and provision of liaison seNices for
advisory boards and committees.
3. Municipal election administration.
4. Provides general and direct supeNision of staff.
5. Prepares and monitors departmental budget.
(These essential job functions are not to be construed as a complete statement of all duties performed.
Employees will be required to perform other job related marginal duties as required.)
MINIMUM QUAUFICA TIONS:
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of the ordinances, policies and procedures of the City.
Knowledge of computer applications as they apply to this office.
Knowledge of good management practices.
Knowledge of archives and records management laws, systems and technology.
Knowledge of election laws.
Ability to input and retrieve data via computer.
Ability to access needs and prioritize them.
10/00
CITY CLERK
PAGE20F2
PAY GRADE
31
KNOWLEDGE, SKILLS AND ABILITIES CONTINUED:
Ability to motivate staff.
Ability to communicate in writing and orally.
Ability to deal with a variety of individuals and groups.
Skill in using a computer and other office equipment.
EDUCATION AND EXPERIENCE:
High school graduate or possession of an acceptable equivalency diploma,
supplemented with supervisory, office management training. Three (3) years as a Deputy
City Clerk or City Clerk with a strong time management background.
(A comparable amount of training, education or experience can be substituted for the minimum
qualifications.)
LICENSES, CERTIFICATIONS OR REGISTRATIONS:
None
ESSENTIAL PHYSICAL SKILLS:
Acceptable eyesight (with or without correction)
Acceptable hearing (with or without hearing aid)
Ability to communicate both orally and in writing.
ENVIRONMENTAL CONDITIONS:
Works inside in an office environment.
(Reasonable accommodations will be made for otherwise qualified individuals with a disability.)
NAME
TITLE
DATE
10/00
City of' A1Tamonte Springs
407-2>::'1- .::40'3
08/28/01 11:48A P.001
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CITY OF AL TAMONTE SPRINGS
,JOB SPECIFICATIONS
(see Demand Analysis on. reverse side)
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NUMBER: lA1.201
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TITLE:
RESPONS.03LE TO:
SUPERSEDES:
City Clerk
City Managcr
Each section briefly descnOcs the position's key areas of responsibility. This is not;:) list of all duties performed, and is limited to thos,
funcLions or responsibilities that are significant clcrncnL.~ of the job.
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T AS KiD UTY
Take minutes of board meetings (speed writcishorthand). Compile agcnd3 and commission packets 3J1d attend meetings and
functions.
Interpretation of codes and st<Hules.
Communicate with s t.aiI 3J1d public.
Supervise City elections.
Supervise maintenance of records for retention purposes for City.
Prepare and maintain depaI1l11ent budget.
Operate computet and or typewriter,
Certify and notarize copies of City documents.
Adverti sc public hearing. Prepare ordinances, resolutions, etc,
Coordinate appointments to City Boards.
Issue occupational licenses and pemtits. I
Perform administrative and supCrvi$OI)' duties.
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03/26/2001
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CITY OF LOt,jGI",IOrJD -1 '34073;274753
~,IO . 2'38
D01
CTTY CLERK.
GENeRAr... OEFlNlTJON AND CONDJTtONS Of W08..t5.;.
Performs complex skilled cleric.l.I and administrative work as Clerk to the City Commission and discharging
statutory responsibilities; does related work as required. Work is performed under the general supervision of
the City Commission. Supervision is exercised over all dcpanmem per&Onncl.
This is light worle requiring the exertion of up to 20 pounds of force occasionally, up to 10 pcn.mds of force
frequently. And a negligible amount of ro~ constantly to move objeets; work requires stooping, reaching,
standing, walking, lifting, fingering, and repetitive motions; vocal communication is required for c,,:pressing
or exchanging ideas by means of the spoken worcl bearing is required to perceive information at normal
spoken word levels; viruaJ acuity is required for preparing and analyzing wriLten or computer data,
determining the accuracy and thoroughness of work., nnd observing general surroundings and activities; the
worker is not subject to adverse enviromnental conditions.
ESSENTIAL FUNCTIONSrr..aJ.CAL....~
Serving as Oerk to the City Commission preparing and Inllint21ining official records and rates;
assisting the public; directing and reviewing all functions of the department.
Attends all regular. special and executive sessions of City Commission, takes minutes and rerom official
actions;
Prepares minutes of meetings, notifies Cily deparonenls of official actions;
Al!eSlS official contracts and docwnents;
Maintains official records of the City;
Prepares ceniflcaLioIlS and ex.tracts from minut.es;
Composes, prepares and updates ordinances and resolutions;
Interprets City Code provisions and City policies;
Supervises department st4ff, volunteers, PIC and conununity sef\'ice personnel;
Directs the issuance of Occupational Business and other licenses nnd permits; directs the bil.ling for security
alarm violations, paving IlSscssments, receptionisL and switchboard functions;
Provides office and secretarial IlSsisumce to boards, commissions, conlmiLtees, etc.;
Acts as elections supervisor for all City elections;
Indexes minutes;
Adminisler5 oaths of office; prepares a variety of public notices and legal advenisemenLS;
Sells cemet.ery Jots; acts as custodian of cemetery records. sales, burials, ere.;
Performs related Lasks as required.
KNOWLEDGE, SKILLS AND ABILITIES
Thorough knowledge of the [unctions and organization of the municipal government; thorough knowledge of
the rules of order as rel~\[ed to public hearings; through knowledge of the Cily Chnrter and City Code;
thorough knowledge of standard office procedures, practices nnd equipment; ability La research and prepare
reportS; ability to express ideas effectively, both orally and in writing; ability LO plan and supervise the work
of subordinates; ability to establish and maintain effective working relationships with other cily officials,
associates and the general public.
EDUCA TION AND EXPERIENCE
College or University gradation wilh major course work in business, public administration or any equivalent
combination of training and expcrien.ce which prov~es t~~ rcq~ir~!rn~wledf{c. skills am,tabiliLies. .----
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407 703 1793
r1al~. 23 2[1131 11: 4181'1 F'2
CITY CLERK
GENERAL DESCRIPTION
This is administrative and technical work in directing the employees and activities of the
City Clerk's Office and providing administrative support to the Mayor's Office, City Council,
and such other departments as requested by the Mayor. This position is the Corporate
Secretary of the City and is the official designatE3d responsible for all public documents.
Work is performed in accordance with establithed policies under the administrative
direction of the Mayor.
ESSENTIAL JOB FUNCTIONS
Work requires sitting for extended periods using a computer composing contracts, letters,
ordinances, memorandum, and other similar documents; sitting in meetings with City staff
other governmental agency personnel and the p8blic.
Frequent reading of regulations, City Code; State Statutes, insurance policies,
correspondence and other City policies and ability to interpret same to staff and public.
Communication is imperative in constantly listening and speaking to members of the public,
co-workers and other personnel. .
Constant attention to detail and working under pressure of deadlines.
Frequent writing and editing of correspondence, reports, minutes, forms, voter's
registration, policies;
Occasional walking, standing, lifting (less than 20:lbs.) bending, pushing, pulling, kneeling,
and reaching overhead is required. Work requires driving short and long distances to
public hearings, seminars, workshops and conferences.
Performs any other duties or tasks that rnay be assigned_
CRITICAL SKILLS/EXPERTISE
Comprehensive knowledge of the principles and practices of public administration:
knowledge of the City's laws, ordinances, poliCies, operations, and legal procedures:
comprehensive knowledge of procedures involved in municipal elections, and municipal
public meetings. .
Ability to supervise subordinates; ability to communicate effectively orally and in writing,
and prepare accurate, concise written reports; ability to analyze situations, identify
problems and take proper actions. .
Ability to exercise integrity and good impartial judgment: ability to develop and implement
improvements in the office. .
Ability to maintain effective working relationships with elected and appointed officials.
equals, news media, the public, and other agenGies.
CilyCI8r1<..7/2000
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FR0f01 PERSm,U'IEL C I T'y' CiF AF'CiPf<A
F'HCitjE 1,10. 4CI7 7C13 17'33
1'I.:<r. 23 21JCH 11: 41AI'! F'3
City Clerk
Page 2
Municipal Elections supervisor, conducts all City elections, qualifies candidates, arranges
for printing of ballots and handling of absentee ballots, all legal advertising for election,
arranging for poll workers and their training, registering voters, and all other related acts
as set out in the State Election Laws and City Charter.
Attend all Council meetings and record and transcribe the Minutes, and maintain the official
legal records of the City and City Council.
Occupational License Official responsible for processing and issuing all occupational
licenses, renewals, and transfers, and coordinating inspections and approval with other
departments, and collections of tax and penalties.
The City Clerk administers the risk managemenUor the City's property liability coverage,
public officials liability, law enforcement liability, vehicle and equipment liability, special
events coverage, boiler and machinery, and fiduciary including securing coverage on all
City-owned property and receiving and processing all notices of claims and lawsuits filed
against the City.
Responsible for recording of documents and liens in the public records of Orange Cou nty.
Responsible for processing all title and license plate work for all City vehicles, inciuding
insurance coverage and disposing of retired vehicles.
Responsible for the records retention of City files, microfilming, storage and destruction.
Responsible for processing all applications for special events, peddlers, solicitors, taxi
service, religious events, carnivals, circus, garage sales, etc.
Prepares legal advertisements and public notices in accordance with City and State laws,
drafts ordinances, resolutions, contracts, agreements, forms, leases and related
documents,
Supervise the administrative functions of the City cemetery, including burial and grave
marker permits, sale of spaces and processing of deeds, affidavits, vandalism, complaints,
and research and maintenance of files.
Conduct bid openings, including legal advertising and drafting of Minutes, distributing bid
specifications and receiving and opening bids.
Provide notary service for the City staff and the public. Must be thoroughly knowledgeable
of the most recent notarial laws.
CltyClar't<.7/2000
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PERSONNEL CITY OF APOPKA
F'HIJt'IE t'U::L
407 7C13 17'33
Mar. 23 2001 11:42AM P4
City Clerk
Page 3
Responsible for the petty cash for Administration.
Responsible for issuing of credit cards to City offi,cials and employees.
Responsible for picking up and distributing all the mail for the City.
Responsible for codification of all ordinances, verification of new Code supplements,
distribution of supplements to employees and the public.
Responsible for leasing/renting of City-owned property and collection of rents.
Responsible for daily cash receipts and deposits.
Responsible for operation of check signer for all funds.
Responsible for compliance with requests for records from the public, press, staff and other
governmental agencies, ir:c1uding research.
Prepare and administer division budget.
Responsible as Bond registrar and Transfer Agent, and wire transfers with the State Board
of Administration.
Serves as a member of the General Employee Pension Board of Trustees, attends all
meetings of General Employees, Police Officers and Firefighters Pension Board of
Trustees and responsible for Minutes, Agenda, Elections and Public Notices for Boards.
Continuous public contact and requiring considerable independent judgment.
JOB LOCATION
City Clerk's Offices at City HaiL Some travel to. meetings and seminars, libraries, post
office, news media offices, cemetery, business :establishments, license tag office, City
Attorney's office, State and County offices will be required.
EQUIPMENT USED
Computer, calculator, transcribing equipment, microfilm camera and reader/printer, City
radio. telephone, typewriter, sound recorder, official City seal. check signer, automobile.
CityCIC~. 7/2000
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1'1.31'. 23 21::II::H 11: 43Ar'l F'S
City Clerk
Page 4
NON-ESSENTIAL FUNCTIONS
Keeping work area (desk. files, etc.) clean and organized.
MINIMUM QUALIFICATIONS
Graduation from an accredited high school with five (5) years of administrative and
progressively responsible municipal experience. Qualified for certification as a Certified
Municipal Clerk by the International Institute of Municipal Clerks and some law experience
preferred.
Must possess a valid Florida Driver's License.
Ci~tCler1<. 7/2000
Mqr 23 01 11:21a
CITY OF Kissimme
407 518 2119
p.2
--Az/qfif
13~ 0 7f~ {53, ~//'d'
1101
CITY OF KISSIMMEE, FLORIDA
JOB DESCRIPTION, APRIL 1999
JOB TITLE: CITY CLERK
OFFICE OF THE CITY MANAGER
GENERAL STATEMENT OF JOB
Under limited supervision, performs a range of routine to moderately complex duties to assist the City
Manager and City Commission. Serves as custodian of official City records; manages city cemetery .
operations. Supervises all clerical support personnel within the City Manager's Office. Performs
related clerical and administrative work as assigned. Reports to the City Manager.
SPECIFIC DUTIES AND RESPONSIBILITIES
ESSENTIAL JOB FUNCTIONS
Serves as custodian for official City records, ensuring the proper maintenance, storage, and timely
disposal in accordance with state statutes.
Supervises subordinate clerical staff; supervisory duties include instructing; assigning, reviewing and
planning work of others; maintaining standards; coordinating activities; allocating personnel;
selecting new employees; acting on employee problems; and recommending employee transfers,
promotions, discipline, discharge and salary increases. Reviews the work of subordinates for
completeness and accuracy; evaluates and makes recommendations as appropriate; offers training,
advice and assistance as needed.
Attests and seals official documents; certifies true and correct documents.
Testifies in court as needed.
Provides research and retrieval of records as requested.
Supervises and maintains records imaging and the public research area.
Records City documents at City Hall.
Administers cemetery operations, providing professional services to the bereaved, funeral homes and
County indigents. Authorizes sales and transfers; coordinates burial arrangements; interprets related
City ordinances as required.
Conducts City elections.
Advertises public hearings, and issues public notices.
6)
(c) DMG. 1999
Mar 23,01 11:21a
CITY OF Kissimme
407 518 2119
p.3
1101
Coordinates membership for the City's boards and commissions.
Receives and responds to inquiries, concerns and complaints from City personnel and the public.
Composes, types, copies, files and/or mails various letters of correspondence, reports. notices, logs.
budget documents, goals and objectives, surveys, affidavits, disposal forms, and official documents.
Performs computer data entry to record and retrieve information.
Attends staff and various committee/commission meetings as appropriate.
Operates a variety of equipment such as a computer, printer, typewriter, transcriber, fax machine,
audio-visual equipment, calculator, copier, telephone, seals, etc.
Interacts and communicates with the City Manager, City Commission members, other
commission/committee members, departmental supervisors and employees, co-workers, other
government agencies and external organizations. County personnel, elected officials, news media,
sales representatives, funeral directors, Chamber of Commerce, and the general public.
ADDITIONAL JOB FUNCTIONS
Performs general clerical work as required, including entering computer data, answering the
telephone, copying and filing documents, assembling materials, processing mail, etc.
Coordinates special projects as assigned.
Performs related duties as required.
MINIMUM TRAINING AND EXPERIENCE
Requires an Associate's degree in secretarial science, business or other relevant field supplemented
by six to nine years of general secretarial or administrative experience, or an equivalent combination
of education, training and experience that provides the required knowledge, skills and abilities.
Certification as a Municipal Clerk desired.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED
TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be physically able to operate a variety of automated office machines
and equipment including a computer, calculator, telephone, etc. Must be able to exert up to five
pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry,
push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may
involve walking or standing for brief periods of time. Must be able to lift/carry weights of up to twenty-
five pounds.
(c) DMG, 1999
2
Mar 23 01 11:21a
I
CITY OF Kissimme
407 518 2119
p.4
CITY CLERK
1101
Data Conception: Requires the ability to compare and/or judge the readily observable, functional,
structural or compositional characteristics (whether similar to or divergent from obvious standards) of
data, people or things.
Interpersonal Communication: Requires the ability of speaking and/or signaling people to conveyor
exchange information. Includes receiving assignments and/or directions from supervisors.
Lanquaqe Ability: Requires the ability to read a variety of policy and procedure manuals, laws,
catalogs, dictionary, schedules, etc. Requires the ability to enter data into computer and prepare
reports, correspondence, etc., with proper format, punctuation, spelling and grammar, using all parts
of speech. Must be able to speak with poise, voice control and confidence and to articulate
information to others.
Intelliqence: Requires the ability to apply rational systems to solve practical problems and deal with a
variety of concrete variables in situations where only limited standardization exists; to interpret a
variety of instructions furnished in written, oral, diagrammatic or schedule form. Requires the ability
to make independent judgments in the absence of supervisor; to acquire knowledge of topics related
to primary occupation. Must have the ability to comprehend and interpret received information and
the ability to comprehend and implement basic office machinery functions.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to
follow oral and written instructions. Must be able to communicate effectively and efficiently in a
variety of technical or professional terminology including legal, bookkeeping.
Numerical Aptitude: Requires the ability to add and subtract totals, to multiply and divide, to
determine percentages and decimals, to determine time. Must be able to use practical applications of
accou n ti ng/bookkeepi n g.
Form/Spatial Aptitude: Requiros the ability to inspect items for proper length, width and shape, and
visually read various information.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using
automated office equipment and communications machinery.
Manual Dexterity: Requires the ability to handle a variety of items including computer keyboards.
office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot
coordination.
Color Discrimination: Does not require the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving
instructions. Must be adaptable to performing under minimal levels of stress when confronted with
an emergency or tight deadline.
Physical Communication: Requires the ability to talk and hear: (talking: expressing or exchanging
ideas by means of spoken words; hearing: perceiving nature of sounds by ear). Must be able to hear
and understand communications through a telephone.
(c) DMG, 1999
3
Mar 23 01 11:23a
CITY OF Kissimme
407 518 2119
p.5
CITY CLERK
11 U1
PERFORMANCE INDICATORS
Knowledqe of Job: Is knowledgeable in the methods, policies and procedures of the City pertaining
to specific duties of the City Clerk. Is knowledgeable ill the laws, ordinances, standards and
regulations pertaining to the specific duties and responsibilities of the position. Has thorough
knowledge of the organization of the City and of related departments and agencies. Has the ability to
comprehend, interpret and apply regulations. procedures and related information. Has knowledge of
the principles and practices of municipal government procedures and practices. Has knowledge of
modern office practices and equipment. Has knowledge of proper English usage, vocabulary,
punctuation and spelling; has knowledge of basic mathematics. Is able to type accurately at a rate
sufficient for the successful performance of assigned duties. Knows how to operate and maintain a
variety of office equipment as necessary in the periormance of daily activities. Is skilled in applying a
responsible attention to detail as necessary in preparing reports and correspondence. Is able to read
and interpret various materials pertaining to the responsibilities of the job. Is able to take the initiative
to complete the duties of the position without the need of direct supervision. Is able to use
independent judgment in periorming routine and non-routine tasks. Is able to supervise, train and
evaluate the work of others. Has the ability to plan, organize and prioritize daily assignments and
work activities. Is able to offer assistance to fellow employees as necessary. Has the ability to learn
and utilize new skills and information to improve job performance and efficiency. Knows how to
periorm duties in a courteous manner and with the utmost integrity in the best interest of the public.
Is capable of working under stressful conditions as required. Knows how to react calmly and quickly
in emergency situations.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities.
Exercises immediate remedial action to correct any quality deficiencies that occur in areas of
responsibility. Maintains high quality communication and interaction with internal and external
entities with whom the position interacts.
Quantity of Work: Performs described Essential Functions and related assignments efficiently and
effectively in order to produce quantity of work which consistently meets established standards and
expectations.
Dependabilitv: Assumes responsibility for completing assigned work. Completes assigned work
within deadlines in accordance with directives, policy, standards and prescribed procedures.
Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding
absenteeism and tardiness. Provides adequate notice to higher management with respect to vacation
time and leave requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet
job responsibilities and accountabilities. Strives to anticipate work to be accomplished, and initiates
proper and acceptable action for the completion of work with a minimum of supervision and
instruction.
Jud~ment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as
they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions
to issues or situations. Implements decisions in accordance with prescribed and effective policies
and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate
and researches issues, situations and alternatives before exercising judgment.
(e) DMG, 1999
4
Mar 23' 01 11:24a
CITY OF Kissimme
407 518 2119
p.6
CITY CLERK
1101
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and
objectives of same. Questions such instruction and direction when clarification of results or
consequences are justified, Le., poor communications, variance with established policies or
procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation
intra- and inter-departmentally.
Relationships with Others: Shares knowledge with managers, supervisors and co-workers for mutual
benefit. Contributes to maintaining high morale among all employees. Develops and maintains
cooperative and courteous relationships inter- and intra-departmentally, and with external entities
with whom the position interacts. Tactfully and effectively handles requests, suggestions and
complaints in order to establish and maintain good will. Emphasizes the importance of maintaining a
positive image.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the
completion of work in accordance with sound time-management methodology. Avoids duplication of
effort. Estimates expected time of completion of work elements and establishes a personal schedule
accordingly. Attends required meetings, planning sessions and discussions on time. Implements
work activity in accordance with priorities and estimated schedules.
Safetv and Housekeepin!"!: Adheres to all established safety and housekeeping standards. Ensures
such standards are not violated.
Plannin!"l: Plans, coordinates and uses information effectively to enhance activities and production.
Knows and understands expectations regarding such activities and works to ensure such
expectations are met. Develops and formulates ways, means and timing to achieve established goa(s
and objectives. Effectively and efficiently organizes, arranges and allocates manpower. financial and
other designated resources to achieve such goals and objectives.
Orqanizin!"!: Efficiently organizes own work and that of subordinate staff. Ensures that personnel
understand what results are expected of them, and that each is regularly and appropriately informed
at all matters affecting or of concern to them.
Staffin!"!: Works with upper management, where appropriate, to select and recommend employment of
qualified personnel. Personally directs the development and training of personnel under charge,
ensuring their proper induction, orientation and training.
Leading: Provides a work environment which encourages clear and open communications. Has a
clear and comprehensive understanding of the principles of effective leadership and how such
principles are to be applied. Provides adequate feedback to personnel under charge concerning their
performance. Commends and rewards personnel under charge for outstanding performance, and
takes timely and appropriate disciplinary action as necessary. Exercises enthusiasm ;n influencing
and guiding others toward achievement of established goals and objectives.
Controllin!"!: Provides a work environment which is orderly and controlled. Coordinates, audits, and
controls manpower and financial resources efficiently and effectively. Coordinates, audits, and
controls the utilization of materials and equipment efficiently and effectively. Has a clear and
comprehensive understanding of established standards, methods and procedures.
Deleqatin~: Assigns duties as necessary and/or appropriate to meet goals, enhance abilities of
(c) DMG. 1999
5
M~r 23' 01 11:26a
CITY OF Kissimme
407 518 2119
p.7
CITY CLERK
1101
personnel under charge, build their confidence and assist them in personal growth. l-ias confidence
in personnel under charge to meet new or additional expectations.
Decision Makin~: Exercises discretion and judgment in developing and implementing courses of
action affecting functions under charge. Recognizes when a particular policy, procedure or strategy
does not foster the desired result, and moves decisively and explicitly to develop and implement
alternatives.
Creativity: Regularly seeks new and improved methodologies, policies and procedures for enhancing
the effectiveness of functions under charge. Employs imagir'lation and creativity in the application of
duties and responsibilities. Is not adverse to change that supports achievement of goals and
objectives.
Human Relations: Strives to develop and maintain excellent rapport with personnel under charge.
Listens to and considers their suggestions and complaints, and responds appropriately. Establishes
a work environment to promote and maintain mutual respect.
Policy Implementation: Has a clear and comprehensive understanding of policies regarding functions
under charge and the function of the organization. Adheres to policies in the discharge of duties and
responsibilities, and ensures the same from personnel under charge.
Policy Formulation: Maintains awareness of changes in operating philosophies and policies, and
routinely reviews policies to ensure any changes in philosophy or practice are appropriately
incorporated into functions under charge. Recognizes and understands the relationship between
operating policies and practices and morale and performance. Strives to ensure that established
policies enhance same.
(c) OMG, 1999
6
"
.- t.
Ma0-23~OI 11:31A
P.OI
CITY OF SANFORD
CITY CLERK
GRADE: A-20
POSITION NO. 0069
FLSA STATUS; EXEMPT
KIND OF .WORK
This is advanced responsible administrative work directing the operation of the City Clerk's Office and assisting
the City Manager in a variety of operational and administrative details.
EXAMPLES OF DUTIES ,
Oversees preparation of agendas, minutes, notices of hearings, and correspondence for the City Commission.
Oversees records retention within State standards. Conducts City elections. Oversees records of ordinances,
resolutions, contracts, minutes, agendas, City property, deeds and correspondence. Attends City Commission
meetings. Oversees maintenance of office files and revising filing system when necessary. Transmits direc-
tives and instructions with direction of the City Manager and/or City Commission. Keeps abreast of City, State,
and Federal laws, ordinances, policies and procedures pertaining to municipal services. Researches and
prepares budgets for City Commission, City Manager, City Attomey and City Clerk. Serves as custodian of all
contracts and deeds. Performs other duties as required.
KNOWLEDGE. SKILLS AND ABILITIES
Extensive knowledge of the City's policies. procedures, laws and ordinances regarding elections and services
and scope of authority of City's departments. Ability to assume responsibility and to execute the City Manager s
and City Commission's directives and instructions. Ability to establish and maintain effective working
relationships with department heads, elected officials, employees and the general public. Ability to deal wittl
non-routine matters. Ability to independently perform. research, and make complex decisions in accordance
with laws, ordinances, polices and procedures. Ability to work under pressure. Considerabie knowledge cf
meeting procedures and ability to understand action of the Commission. Ability to be bonded to $50,000
ESSENlJAL MINIMUM QUALlFI~A TIONS
Must be HSG or GED equivalent and three (3) years experience in responsible City Clerk work which has
included administrative or office management duties. Must be able to attain Certified Municipal Clerk
Certification within time specified by department at time of appointment. Must be able to independently research
and review official records. Strong preference will be given to applicants already certified.
SUPERVISION RECEIVED
Work is performed with considerable independence under the general supervision of the City Manager or City
Commission with specific instructions given as needed. Work is reviewed through conference and reports. or
upon completion for achievement of desired results.
SUPERVISION EXERCISED
Supervises subordinate staff conceming the execution of the City Commission's and City Manager's direct:ves
and instructions.
Ci Clerk
REVIEWED/APPROVED BY
City Manager
Josoph Denaro. Human Resources Director
Civil Servico Board
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GENER.'\L DEFINITJD~_ CONDITJON_2...DLWORK..:.
Ped0r111$ complex skilled clerical and intcllT1t':diatc administn1lJ"C '.'1ork as City Clerk; doe_", related work llS required.
Work is perfOllT1ed under general supervision. SUly~rvisi,)n is exercised over subordinate staff.
This is scderHary work requiring the exertion of up to 10 pounds of force occasionally, and a negligible amount of force
constantJy to move objects; work requires stooping. reaching, slllnding. walking, lifting, fingering, and repetitive
motions: vocal conunun.ication is required for expressing or exchanging ideas by me<1ns of the spoken word; hearing is
required to perceive information at nonnal spoken word levels: visual acuity is required for preparing and analyzing
wrinen or computer data, determining the accuracy and thoroughness of work. and observing general surroundings and
activities: the worker is not subject to adverse environmemal conditions.
ESSENTIAL FUNCTIONSITYPICAL TASKS:
Sening as Clerk to the City Council; preparing and maintaining official records and fi.les; conducting municipal
e 1Ci..'ti 0 ns.
Coordinate;) the preparation of City Council agenda:
Maintains official city records:
Serves as the Records Management Liaisoll Officer to the state archives;
Maintains records and tiles on cona-acts, ordinances, resolUtions, deeds. easement:>, 311d other official records;
Writes re~olutions or proclamations as needed and ensureS their processing;
Maintains, stores and disposes of public records in accordance with Florida Statutes;
Researches official records for citizens and city personnel;
Records and transcribes minutes of official City Council meeting:;:
Attcnds Council meetings and work sessions;
Coordinates and runs all city elections; prepares election malerials for candidatCS; explains tonns and dection
procedures; ensures reportS are properly filed: prepares election resolutions: certifies name:; on election ballot; ensUTC
election procedures. documents, elL:. comply \l,'ith State Statutes;
Places lcgalllds as needed; maintains liens and ensures that satisfaction of liens are processed and recorded:
Acts as official custodian of the city seal; records pertinent city documents at courthouse as required;
Organizes the annual employeeJboard and committee reception;
Coordinates the travel and registration arrangements for the City Council as needed;
Performs related tasks as required.
KNOWLEDGE. SKilLS AND ABIlJTIES:
Thorough k.nowledge of the functioJU; and organization of the municipal government; thorough k.nowledge of the rules
of order as related to public hearings: thorough knowledge of the city's Charter and code; thorough knowledge of
elections processes. proce4ures, laws, rules and regulations; thorough knowledge of standard office procedures.
practices and equipment; ability to research and prepare reports; ability to express ideas effectively, both orally and in
writing; ability to plan and supervise the work of subordinates: ability to establish and maintain dfective working
relationships with city officials. associates and Ule general public.
i!~
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(DUel\. nON AND EXPERIENCE: .
Any combination of education and experience equivalent 10 graduation from high school and extensive experience in
municipal govenunen\.
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CITY Olr ~ ~y JOB OJl:SCRIPTION
Position Title: City Clerk
Pay Grade: 675
Department: General Government
~.u:al D~Dcripticn:
This is complex administrative and professional work requiring
independent judgment in recording transcribing commission minutes,
and in the retention and disposition of all City records, including
minutes I ordinances, resolutions, proclamation3, etc., as well as
conducting City elect.ions. The City Clerk is responsible for the
maintenance of all City records and the supervision of a variety of
other responsible City services.
E5santial Job Functiona:
I
Publishes notice of the Commission meetings to its members and the
public, keep the journal of its proceedings and perform such other
duties as are assigned by Charter, the City Manager or by the City
Conunission.
Attends all meetings of the City Commission; responsi.ble for
recording and transcribing all City Commission minutes and other
Boards' ~inutes. Serves as custodian of all City records.
Countersigns documents signed by the Finance Director/City Manager.
Responsible for recording in full in a properly indexed book kept
for that purpose all ordinances and resolutions adopted by the City
Commission; coordinates codification of all City resolutions and
ordinances.
Supervises all City elect.ions, qualifies candidates, serves as
Deputy Supervisor of Elections for purposes of voter registration;
works closely with County Supervisor of Elections in determining
voting machine needs, developing ballot format; supervises all
other details relative to the City elections.
Supervises the preparation and placement of all legal advertising
in connection with ordinances, elections, and other City mat~ers.
Supervises the handling of zoning applications and notices, and
Board of Adjustment applications and notices.
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CC/23/2C.31
lCl:53
C I n' OF LHI<E f'IHR'y' CITY HHLL '340732766'34
t'ICI. '31::::
GlCC
City Clerk
Job Description
Page Two
lbaantial Job F\.motiooa: (con-cinuedl
Accesses, inputs and retrieves information from a computer.
In coordination with the City Manager and the City Attorney,
develops and types City ordinances, resolutions, proclamations, and
correspondence. Attends and conducts meetings. Drafts letters and
memor~nda stemming from City Commission meetings or at the request
of the city Manager; maintains current files on all Cit.y deeds,
agreements, vehicle titles and maintenance and performance bonds.
~eceives, sorts, and distributes all City mail.
Prepares and administers Commission, Legal, and Records Management
Budgets.
Responsible for records reten~10n.
Signs and distributes payroll, and accounts payable checks.
Performs other related duties as required and other such work as
may be assigned.
w..~~= Qu&.llficationlll
Know1.~. ( Abili ~QU And Skille:
Knowledge of applicable State and Federal laws regarding records
retention.
Knowledge of State and local election laws and qualifying
requirements.
Knowledge of modern principles and practices of office management.
Knowledge of municipal codes and ordinances.
Ability to coordinate a wide range of activities and programs.
Ability to file and retrieve information within a formalized
information managernenr. system.
Skill in dealing courteously and effectively with the publ.ic.
Skill in administration and Bupervision of office staff and
programs.
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~1.3)23/2C~! 1
lCl: 53
C I T'( OF LAI<E f.'lAR'{ C I T'y' HALL '34(]732766'34
/10. '31::::
DCI4
City Clerk
Job Description
Page Three
T.r:a.inin'i ~ ~ien~:
Graduation from high school i supplemented by four (4) years of
increasingly responsible work involving general office management
and business skills, and professional training and development
opportuni ties such as those offered or approved by 1:he
International Institute of Municipal Clerks and Florida Association
of City Clerks.
Licana..r Certiticationavor Raqi8,~a~tiQns:
1t.. lie.!' tiilLl. Ph'fa..i;cal Ski! 1 ~ :
Acceptable eyesight (with or without correction). Acceptable
hearing (with or without hearing aid). Ability to access, input
and retrieve information from a computer. Ability to communicate
both orally and in writing. Ability to access file cabinets for
filing and retrieval of data.
~viro~tal Cond.i. tio~:
J1.. L1
Work inside.
(Reasonable accommodations will be made for otherwise qualified
individuals with a disability.)
NOTE: Pursuant to Florida Statutes,
annually file "Form 1 Statement of
County of their residence.
Chapter 112 incumbent
Financial Interest" in
must
the
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of
4072E::277f:A
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P.GO!
C,asse 1 ber..-'~
APPROVE~: City commission
DI'.TE: 8/22/91
Upgraded: 1/1/97
CITY Cr.,ERl<
RESPONSIBLE TO: City Commission
GENERAL DESCRIPTION:
This is responsible administrative work in r 9
~ecords of the City and recording .;lccions ot the City
performed under the general ciirection of the City Manager_
9
Commission.
\o;ork
ESSENTIAL FUNCTIONS:
-Attends commission meetings and record~ a:l motions, votes, and actions.
-Reviews completed minutes of each meeting ~or errors and co~~irmation at
Council actions prior to submission for approval.
-Maintains Official Minutes Book.
-Supervises Agenda package preparation, public notices.
-Recorda all ordinances. resolutions, con~racts and deeds, adminis:ers
oaths, accepts affidavits. i~sue~ warrants and maintains municipal deed~.
leases, agreements and other records as required.
-Serves as Supervisor of City Electione.
-Supervises all municipal elections and coordinates the officiol ~eport of
such elections.
-Insures control of all public records ns custodian ot records.
-Maintains custody of city'S of~icial seal.
-Signs documents and affixes seal. ,
-Performs public relation duties with media and the public.
-Maintains insurance files and records.
-Supervises subordinate employees.
-Performs related work as regui~ed.
MINIMUM QUALIPICATIONS
Knov,ledge, Skills Plnd Abilicie8
-Thorough knowledge of the ordinances, policies ond procedures of the City.
-Considerable knowledge of legal requirements. rules and procedures of the
City Commission meetings.
-Consider~ble knowledge of the organization. function and activities of the
municipal government.
-Conaidernble knowledg8 of municipal election procedu~es and state
regulations.
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4072E:;27764
08/28/01 02:8?? P.002
Page 2 - City Clerk
-Knowledge of office O)(~thods, procedures and E!quipment.
-Ability to ",ccul:a~ely prepare and t'cport. Commission actions.
-Ability to plan and supervise :hc wax:}: oE clerical subordiI1i'lc.es.
-Ability to ~stabli:3h ancl maincain effective relacioI1shipE. ...,it.h Cicy
officials, employees and t~e general publio::.
Education and Experience
High Bchool graduate. ~':inill\u:n of five (5) years (~xp8rience :r. municip"'l
government at Q responsible administrative level.
Special Requirement
Must be able to attain cercificacion ae Municipal Clerk wichin t~ree years of
employment.
ESSENTlAL ~HYSICAL SKILLS:
-Good vision {with or wi~hout correction}
-Good hearing (with or without hearing aid)
ENVIRONMEtITAL CONDITIONS:
-Works inside in an office environment
If<t:^:lont\bi~ accom:nodation:J ...,i:l be rn;1~e COl" Ot.hCH...la,:, rjll,l.11rh'f..t l.i(.Hvidl.H,l~ ...,it.h " OH:4..blJlt.y.)