Item 8Fr*
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CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Filling of City Clerk Position
~" SUBMITTED BY: George Foster, Human Resource Manager
DATE: July 6, 2004
AGENDA ITEM #8F
JULY 12, 2004
BACKGROUND: On September 1, 2004, City Cleric Maureen King will be retiring after
almost 19 years of City service.
The City Clerk is appointed by, and works directly for the City
Commission. The City Charter (see attached) states that the City
Clerk "shall be chosen by the city commission solely on the basis of
education and experience necessary to carry out the responsibilities . .
." and "shall serve at the pleasure of the city commission".
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BUDGET: Funds for this action are currently included within the budget.
ACTION REQUESTED: In the past, the City Clerk's position has been handled under the same
policies and procedures as other City employee; therefore,
recommend:
1. That the City advertise for applicants to fill the City Clerk's
position.
ATTACHMENTS:
CITY MANAGER:
2. That the City's Clerk position be advertised at a starting salary
range of $36,317 ($17.46/hr) to $47,814 ($22.98/hr). Note:
Although the City Clerk position is an appointed position and not
classified within the City's classification and pay plan, prior
information has indicated that if included, it would be a Grade 21.
3. That the City Clerk's position be advertised utilizing the attached
Position Description.
1. City Charter, Article IV. The City Clerk
2. Proposed Position Description
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CHARTER
ARTICLE IV. THE. CITY CLERK
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Sec. 28. Appointment; duties.
AGENDA ITEM #8F
JULY 12, 2004
§ 28
The city commission shall appoint an executive officer to serve the city commission and to
assure that all its enactments aze effectively carried.out. The title of the executive officer shall
be "city clerk" and as such, shall be under the direction of and compensated at a rate set by
the city commission.
The duties of the city clerk shall be to:
(1) Establish and maintain a line of comznunication~ with the city manager; and
(2) Prepare an agenda for every commission meeting and a permanent record of each
such meeting; and
(3) Disseminate information as necessary about activities, findings, or decisions of the
city commission; and
(4) Provide the city commission with periodic reports as requested about the effectiveness
and efficiency of the legislative programs. of .the city government; and
(5) Serve as supervisor of~ election for city elections; and-
(6) Serve as custodian of all city records and the seal of the city; and
(?) .Administer oaths; and
(8) Conduct such other activities as may be specified by this Charter, the city code or the
city commission.
(Ord. No. 28-93-3, § 1, 8-23-93)
Supp. No. 14 9
§ 29 ATI~4NTIC BEACH CODE
AGENDA ITEM #8F
JiTLY 12, 2004
~- Sec. 29. Qualifications,
The city clerk shall be chosen by the city commission solely on the basis of education and
experience necessary to carry out the responsibilities of executive officer to the city commis-
sion.
Applicants for the position of city clerk shall meet the following educational and experi-
ence requirements:
(1) At least a baccalaureate in Business Administration or a related field acceptable to
the city commission from a college or university accredited by a recognized accredi-
tation agency in the United States or from a recognized college or university outside
of the United States which is acceptable to the city commission; and
(2) Two years of experience in public administration satisfactory to the city commission.
(3) In lieu. of the required baccalaureate degree, the city commission may in its discre-
tion, accept four additional years of acceptable experience in public administration or
a related field of public or private service.
(Ord. No. 28-93-3, § 1, 8-23-93)
Sec. 30. Removal of the city clerk.
The city clerk shall serve at the pleasure of the city commission. The city commission may
remove the city clerk by the affirmative vote of not less than three (3) of its members.
(Ord. No. 28-93-3, § 1, 8-23-93)
Supp. No. 14 10
AGENDA ITEM #8F
JULY 12, 2004
City of Atlantic Beach ]ob Description
Com leted b HR
)ob Title: City Clerk New: ^ Rech
Reports to (Title): City Commission Sob Code: N/A
Department/Division: City Commission Grade: N/A,
Appointed Position FLSA: Exempt.
GENERAL SUMMARY:
Performs complex skilled clerical, professional and intermediate administrative work as City Clerk; does related
!'!"" work as required. Work is performed under the general supervision of the City Commission and City Manager.
Establishes and implement goals, objectives, and priorities for the City Clerk's Office; performs other complex
administrative and clerical work of a diverse nature that may require in-depth knowledge of the organization,
~ programs, policies and procedures of the assigned area and a general knowledge of other City programs. Work
involves decision-making ability, tact, composure, flexibility, communication skills, and management and
supervisory ability.
~,,, Supervises two administrative employees.
DUTIES AND RESPONSIBILITIES:
• Serves as Clerk to City Commission;
• Prepares and maintains official City records and files;
• Maintains and updates the City Code;
• Conducts municipal elections;
• Oversees preparation of an agenda with supporting documents for meetings of the City Commission
• Attends all regular and special meetings of City Commission, takes notes and records official actions;
• Prepares detailed minutes of meetings;
• Disseminates information as necessary about activities, findings, or decisions of the City Commission;
• Oversees preparation of an agenda with supporting documents for meetings of the Code Enforcement Board;
• Prepares detailed minutes of Code Enforcement Board meetings and follows up as necessary with
correspondence and findings of fact;
• Attests official contracts and documents;
• Prepares certifications and extracts from minutes;
• Prepares legal advertising and official notification of City Commission meetings/public hearings;
• Prepares and updates ordinances and resolutions;
• Oversees records management, retention and destruction in accordance with state regulations;
• Oversees document imaging program and maintains records index system;
• Participates in and supervises the issuance of occupational licenses and lien certificates;
• Coordinates voter registration activities with county election officials;
• Performs clerical and office duties; operates standard office equipment including personal computer;
• Handles all types of inquiries, questions, and requests for public records from other agencies and the general
public including such from hostile and/or irate individuals; follows up as necessary;
• Composes and types correspondence, uses PC-based word processing software to process letters, forms,
reports, schedules, manuals, booklets, requisitions, and related paperwork; types information or enters data
into computer;
• Performs research; retrieves records and data for reports; assists in the preparation and maintenance of
records;
• Prepares City Tideviews newsletter;
• Performs related duties as assigned.
H:\oldpc\MyFiles\04-Comm-Meetings\07 - xx Staff-Report Ciry Clerk PD 2.doc
AGENDA ITEM #8F
JULY 12, 2004
City of Atlantic Beach Job Description
Education and Experience:
• Baccalaureate in Business Administration or a related field acceptable to the City Commission;
• Two years of experience in public administration satisfactory to the City Commission;
• In lieu of the required baccalaureate degree, the City Commission may, in its discretion, accept four
'"" additional years of acceptable experience in public administration or a related field of public or private
service.
Licenses and/or Certificates:
None required.
Knowledge, Skills, and Abilities:
Thorough knowledge of the functions and organization of the City government; thorough knowledge of the rules
of order related to public hearings; thorough knowledge of the City's Charter and City Code; general knowledge
~"' of voter registration laws and procedures; thorough knowledge of elections processes, procedures, laws, rules
and regulations; thorough knowledge of standard office management practices, procedures, filing systems,
equipment, and office assistance techniques. Knowledge of business English, spelling, grammar, composition,
and arithmetic. Skill in the use of a personal computer. Ability to research and prepare correspondence
~"'" including letters, memorandums, reports, and resolutions.
Ability to maintain confidential information and materials. Ability to operate various office equipment such as
~,,, typewriter, PC, copier, etc. Ability to take and transcribe dictation using recording and transcribing equipment.
Ability to work independently, with little or no supervision, and under pressure with short deadlines. Ability to
supervise a clerical staff. Ability to deal tactfully and courteously with other agencies, the public, and employees.
Ability to handle all types of inquiries, questions, and complaints from other agencies and the general pubic to
e.+ include such from hostile and/or irate individuals. Ability to follow-up as necessary.
WORKING CONDITIONS:
The physical conditions that apply to the Worker in this job are described as follows:
OX None: The worker is not substantially exposed to adverse environment conditions: job likely consists
of typical office work or administrative work.
0 The worker is subject to inside environmental conditions: protection from weather conditions but
not necessarily from temperamental changes (i.e. warehouses, covered loading docks, garages,
etc).
0 The worker is subject to outside environmental conditions:. no effective protection from the
weather.
The worker is subject to extreme cold: temperatures below 32 degrees for periods of more than
one hour.
The worker is subject to extreme heat: temperatures above 100 degrees for periods of more than
one hour.
0 The worker is subject to noise: there is sufficient noise to cause the workers to shout in order to be
heard above the surrounding noise level.
The worker is subject to vibration: exposure to oscillating movements of the extremities or whole
body.
0 The worker is subject to hazards: includes a variety of physical conditions, such as proximity to
moving mechanical parts, electrical current, working on scaffolding and high places or exposure to
chemicals.
a The worker is subject to atmospheric conditions: one or more of the following conditions that
affect the respiratory system or the skin: fumes, odors, dust, mists, gases or poor ventilation.
The worker is subject to oils: there is air and/or skin exposure to oils and other cutting fluids.
The worker is required to wear a respirator.
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City of Atlantic Beach ]ob Description
AGENDA ITEM #3F
JULY 12, 2004
~.• PHYSICAL ACTIVIITES:
Essential physical activities:
Climbing ~ Balancing ~ Stooping 0 Kneeling ~ Crouching 0 Crawling
X Reachin X Standin X Walkin Pushin Pullin Liftin
g ~ g ~ 9 ~ 9 0 9 ~ g
a Fingering ~ Grasping ~ Feeling ~ Talking ~ Hearing 0 Driving
~,, ~ Repetitive Motion
0 Other (list):
MATERIALS AND EQUIPMENT:
Machines, tools, equipment, electronic devices, software, etc. used by position:
Camera/photographic equipment
Cleaning supplies
Commercial vehicle
0 Data processing equipment
0 Handcart
Hand tools
0 Headset
0 Office equipment (desk, chair, phone, etc.)
Office machines (copier, facsimile, calculator, cash register, etc.)
0 Office supplies (pens, staplers, pencils, etc.)
0 Packaging materials (boxes, shrink wrap, etc.)
PC equipment (monitor, keyboard, printer, etc.)
0 PC software
0 Public safety equipment (firearms, radar, radio, mobile video systems, etc.)
^ Other (list): Dictaphone, scanner
DISCLAIMER: The above information on this description has been designed to indicate the general nature and
level of work performed by employees within this classification. It is not designed to contain or be interpreted as a
comprehensive inventory of all duties and qualifications required of employees assigned to this job.
For Office Use Only
Initial Date: July 2004
Revision Date: n/a
~„ Previous Revision Date: n/a
Previous Title: n/a
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H:\oldpc\MyFiles\04-Conm~-Meetings\07 - xx Staff-Report City Clerk PD 2.doc