CITY OF PANAMA CITY
Deputy City Clerk (Finance)
Annual Pay: $42,328.00
Plus competitive benefit package.
Type of position:
Full-time
Hours: 40/week
Non-Exempt
MAJOR FUNCTIONS
This is diversified and highly responsible administrative work in the Office of the City Clerk/Treasurer. This work is performed with some independence and initiative, and is reviewed upon completion for achievement of desired results. The Deputy City Clerk performs certain duties associated with City Clerk functions in the absence of the City Clerk/Treasurer under the leadership of the City Clerk/Treasurer.
ESSENTIAL DUTIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Acts as liaison between the City Clerk/Treasurer, department and division heads, City Attorney, team members, public officials, other governmental agencies, the public, and members of the press.
Answers all incoming telephone calls, directs calls to the proper team members, and advises the City Clerk/Treasurer as appropriate.
Reviews incoming correspondence and dispenses to the appropriate parties or responds accordingly.
Prepares agendas (preliminary and final) for all City Commission meetings by coordinating data received from all sources, including the City Commissioners, City Attorney, Directors, Department Leaders, City Manager, and City Clerk/Treasurer.
Prepares administrative packets for City Commission meetings.
Requests services of clergy for invocation at City Commission meetings.
Attends all City Commission meetings, monitors recording machine, and keeps manual tally sheet of action taken.
Notifies media of all City Commission meetings and ensures appropriate publication has been made.
Posts meeting notices, agendas and agenda backups to City web site and other media outlets as appropriate.
Responsible for publication of City meetings requiring publication and notification for various departments and meetings.
Assigns resolution and ordinance numbers.
Maintains minute books, ordinance and resolution books, property lien book, and filing system for deeds, agreements, contracts, leases, and easements. Upon direction, prepares resolutions, ordinances, and promissory notes.
Upon approval of City Commission, initiates action of property liens, ordinances of annexation, easements, etc. recorded on behalf of the City. Finalizes and records annexation documents and maps, and notifies all State, County, Local and In-House parties.
Responsible for transmitting minutes of City Commission meetings, ordinances, etc. to Municipal Code Corporation to ensure that the Panama City Municipal Code is up to date.
Notifies City Commission of upcoming appointments to City boards due to expiration of terms or resignations. Obtains appropriate financial disclosures and other documentation from Board Members. Maintains list of current Board Members, including contact information and term of appointment. Prepares annual report to State of Florida updating the list of Board Members.
Performs certain duties associated with City Clerk functions in the absence of the City Clerk/Treasurer to include attendance at City Commission meetings, election procedure coordination with the Bay County Supervisor of Elections and attesting to the Mayor or Mayor Pro-Tempore's signature on official documents that may also require application of the City Seal.
Assists with qualifying process for candidates for Mayor and City Commission. Works closely with Supervisor of Elections office and City Clerk/Treasurer to ensure appropriate paperwork has been submitted by the candidates. Maintains filing deadlines.
Provides Notary Public services for City documents.
Responds to public record requests in compliance with Florida Statutes and City policy includes advising other team members of compliance rules and obligations.
Oversees and complies with rules establishing retention schedules and disposal processes for public records which are adopted by the records and information management program of the Division of Library and Information Services of the Department of State and provides training to City staff related to records management rules.
Acts as liaison between Board Members, pension attorneys, actuaries, custodians and investment managers for the various pension funds and the City Clerk/Treasurer.
Maintains contact information of City team members as well as other agencies and other parties engaged with the City Clerk/Treasurer's office.
Processes purchase order requests and check requests for City Clerk/Treasurer divisions.
Orders and maintains office supplies.
Maintains log of equipment, serial number and supplies for City Clerk/Treasurer divisions and City Commissioners.
Assists with budgeting process for City Clerk/Treasurer divisions.
Completes special assignments as assigned.
Performs additional duties as required.
Knowledge, Abilities and Skills
Knowledge of municipal government functions and operations.
Knowledge of administrative practices and procedures.
Proficient with computerized spreadsheets (Excel) required.
Proficient in word processing skills (Word), Outlook, and other general computer operations.
Ability to use standard office equipment.
Ability to function under pressure both independently and as a team.
Ability to establish and maintain cooperative, effective, efficient communications in writing and orally with officials, team members, and the general public.
Strong writing skills and ability to transcribe minutes.
Strong organizational skills.
Ability and desire to learn additional third party and proprietary software as needed.
Skills to adapt to technology advances in various areas of the City Clerk/Treasurer office.
Minimum Qualifications
Associate Degree in a management or business-related field of study.
Three to five years previous work experience in general office services, with at least two years in municipal government.
Possession of a Certified Municipal Clerk designation desired.
Must be eligible for a notary public commission.
Possess valid driver's license.
A comparable amount of training and/or experience may be substituted for the minimum education qualifications.
This is an emergency essential position that may require performance of emergency duties and actions to prepare, repair, and recover the City before, during, and after any adverse storm events (hurricane, tornado, ice storm, etc.) or other conditions (natural or man-made).
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Typical Work Conditions: Predominantly Indoors, air-conditioned office
Summary
Occasionally - Lift 20 pounds or less, Push/Pull, Bend, Squat/Kneel, Climb, Reach Above Shoulder, Driving
Frequently - Twist/Turn, Reach Outward, Stand, Walk
Constantly - Sitting, Talking, Hearing, Seeing, Handling/Fine Motor Skills, Type/Computer Work
These are intended only as illustrations of various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
9/6/2021