Administrative Assistant to City Clerk

Job Title: Administrative Assistant II to City Clerk

Category: Full Time

Salary Range: $23.40-$32.24, D.O.Q.

Summary:     

Under minimal direction and supervision of the City Clerk, assists with contract management, City records, scanning, filing, website updates, mailings, and responds to inquiries from the public and employees.

Essential Duties and Responsibilities:

Assists in maintenance of computerized indexing systems for active, transient and archival city documents.  Monitors execution of records retention schedule to ensure legal retention schedule is adhered to for all city documents.

Assists the City Clerk addressing the intent of the written communication as directed; provides a range of clerical and secretarial services.

Research public document requests, evaluates for exemptions and confidentiality, and forwards requested material to the public in a timely matter.

Coordinates meeting locations and room reservations as well as a list of meetings to be noticed and assures that rooms are prepared appropriately for meetings. 

Performs secretarial and related work, including receiving and screening telephone calls, email, correspondence, and visitors for the City Clerk, Mayor and Council and maintaining a directory of municipal and political contacts.

Performs other related duties as assigned.

Non-Essential Duties and Responsibilities:

May assist the City Clerk with the Emergency Operations Center (EOC) during emergencies; provides designated services described in the city emergency plan.

May occasionally attend City Council Meetings or workshops and compose minutes of the meetings, as needed.

May assist with city general and special elections as directed by the Clerk 

Education and/or Experience:

High school diploma or general education degree (GED) and three-years experience in an office setting or an equivalent combination of education and related experience.  Work experience must include documented word processing skills, strong organizational skills, and excellent written and verbal communication skills. 

Language Skills:

Ability to read and write English and to comprehend complex instructions, general correspondence and memoranda.  Ability to compose general correspondence, including meeting minutes, reports and business letters.  Ability to effectively present information and to a mass audience, particularly when dealing with elections and public emergencies, and the ability to effectively communicate with other employees, managers, business license and permit customers and the public.

Other Skills and Abilities:

Ability to work with computers including various software which includes spreadsheets, word processing, graphics, accounting and other similar software.  Must have the ability to deal with the public in a courteous manner and to maintain confidentiality.  Have the ability to operate ten-key calculator. Have the ability to multi-task. 

Valid Florida Driver’s License required.

Successful applicants must undergo a drug test, driver’s license and background check. E.O.E. Drug Free Workplace. Veterans preference given. Email  application  and resume to HR@ci.marathon.fl.us or fax to 305-289-4143. Mail or drop off at City Hall, 9805 Overseas Highway, Marathon, FL 33050.