General Description s5

Job Description

Job Title: Municipal Records Specialist Effective Date: 8/17/2017 Pay Grade: 16 FLSA Status: Non-exempt Hourly Min.- Max: $15.21 - $24.20 Annual Min.- Max: $31,636.80 - $50,336.00

General Description This is a responsible professional level records position involving the coordination and maintenance of records retention schedule and the City-wide public records program requiring tact, professionalism, flexibility and communication skills. Work is performed under general supervision of the City Clerk.

Primary Duties These job functions are not to be construed as a complete statement of all duties performed. Employees may be assigned additional duties by management as deemed necessary.

 Serves as the point of contact for and processes all public records and lien search requests while complying with state law and following applicable policies and procedures.  Provides records and information in response to internal records requests.  Assists the City Clerk in the capacity for official City records, ensuring maintenance, storage, and timely disposal in accordance with State Statutes. Maintains records and files of contracts, ordinances, resolutions, agreements, minutes, deeds, easements, and any other official records.  Assists the City Clerk in the research of official records for citizens and staff upon request in compliance with State Statutes.  Performs specialized technical work to include scanning, indexing, filing and research related to the City’s Document Imaging system, Laser Fiche.  Serves as the Department Records Coordinator within the city-wide records program.  Train staff on usage of public records software, JustFOIA.  Assist the City Clerk in identifying vital and historical records and protection of such records.  Provides exceptional service to internal and external customers, and receives and responds to inquiries, requests for assistance, concerns and complaints in areas of responsibility.  Assist the public via telephone, electronic mail and the department front desk.  Responsible for ordering department supplies.  Collects, processes and deposits daily cash receipts.  Responsible for cemetery records and sales and maintaining cemetery database, CIMS.  Process monthly invoice statements, electronic purchase order system and department reports.  Notarizes legal documents for the City.  Provides assistance in evaluating and updating the City’s public records management procedures manual.  Preparation and advertising of legal notices.  Distribution of mail at City Hall.  Responsible for ensuring the maintenance of the postage meter and department copier as well as training other departments as necessary.  Provides administrative support to include maintaining calendar appointments, preparation of forms, correspondence and reports as required by the Clerk’s office.  Attend board meetings or hearings in the absence of the Deputy City Clerk.

Education and Experience: An equivalent combination of higher education and experience may be considered, provided that the education and experience is in a relevant and related field.  High School Diploma or an acceptable equivalency diploma/GED.  Four (4) years of related experience in public records compliance or municipal clerk’s office preferred.

Licenses, Certifications, and/or Registrations:

 Valid Florida Driver’s license  Notary public or able to obtain within six (6) months of the date of employment

Essential Physical Functions The City of Clermont is an Equal Opportunity Employer. The Americans with Disabilities Act requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss potential accommodations with management.

Requires sedentary work involving standing or walking for brief periods, exerting up to twenty-five (25) pounds of force on a regular basis, and moderate dexterity in operating office equipment. The position requires normal visual acuity and field of vision, hearing and speaking abilities.

Environmental Conditions

Works inside in an environmentally controlled space. The position is exposed to no unusual environmental hazards.

Acknowledgement (original to personnel file, and copy to the employee) I have read and understand this job description. I am qualified to perform this job, with or without reasonable accommodations.

Employee Name (Print) Supervisor Signature ______

Employee Signature Human Resources ______

Date ______