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HomeMy WebLinkAboutJob Bulletin - City ClerkJob Bulletin 11 / 0 ' �1 R CITY OF MIAMI is accepting applications for the position of: CITY CLERK An Equal Opportunity Employer Salary: See Position Description SALARY: JOB CODE: 8013 FLSA CODE: Exempt position OPENING DATE: 06/29/12 CLOSING DATE: 07/27/12 05:00 PM NATURE OF WORK: City of Miami Code of Ordinances, Subpart A - THE CHARTER, Sec. 49. - Office of the City Clerk. (a) There is established the office of the city clerk. The director of the office of the city clerk shall be the city clerk. The city clerk shall be appointed as provided in Charter section 4(e). The city clerk shall be the custodian of the seal of the city. (b) The office of the city clerk shall have the following duties: (1) Prepare and distribute notice of all public meetings as required by law and the minutes of such meetings; (2) Be custodian of inactive, archived and vital records of the city and maintain a records management system; (3) Conduct, supervise and certify all city elections; (4) Be custodian of all legislation, lobbyist registration, contracts and bids; (5) Perform such other duties as required in this Charter or as directed by the city commission. (Res. No. 01-843, § 2, 8-9-01) SALARY IS ESTABLISHED BY RESOLUTION OF THE CITY COMMISSION This position directs and coordinates the taking of minutes, and transcriptions of all City Commission meetings. Ensures the processing of all official documents emanating from the City Commission actions. Places all public notices and legal advertising pursuant to City Commission directives. Supervises the conduct of all City elections as the Official Supervisor of Elections. Directs the handling, classifying and filing of all documents as the depository of records. Develops the establishment of a microfilm program with the responsibility of microfilming all permanent records, both past and present. Responsible for the administration of all advisory boards and committees. Manages certain Special Revenue funds (i.e. lobbyist registration and passport services); administers passport services and pursues grant initiatives. Coordinates certain special projects that have a citywide process management import (i.e. Digital Library; legislative workflow and document management system). Prepares and distributes notice of all public meetings as required by law and the minutes of such meetings. Serves as custodian of inactive, archived and vital records of the city and maintains a records management system. Conducts, supervises and certifies all city elections. Serves as custodian of all legislation, lobbyist registration, contracts and bids. Provides administrative services and varying levels of support to boards as set forth by the ordinance or resolution which establishes each board, to include, but not limited to: post action report of all meetings, audio records proceedings, transcribes, and maintains attendance log. Custodian of financial disclosure reporting, coordinates election of certain members, verifies residency status of members, monitors address and phone numbers of members and maintains confidentiality status of certain board members, notifies members of appointment and informs City Commission when http://agency.governmentjobs.com/miamifl/job_bulletin.cfm?JobID=467344[8/15/2012 1:53:37 PM] Job Bulletin appointments are needed. Oversees development of the annual budget. Extensive public contact as the Official Secretary of the City Commission, administers all oaths of office. Performs other related duties pursuant to City of Miami Charter and Code or as directed by the City Commission. Reports to the Mayor and City Commissioners. All applicants are encouraged to review City of Miami Code of Ordinances at the following link: http://library.municode.com/index.aspx?clientId=10933: Part II - THE CODE, Chapter 2 - ADMINISTRATION, Article III, Division 4 Sec. 2-141. - Recordation and indexing of ordinances, Sec. 2-142. - Fees for copies of ordinances and other records. Sec. 2-143. - City archives and records management program. Part II - THE CODE, Chapter 16 - ELECTIONS Sec. 16-1, - Proceedings of city commission —Use of registration records in city elections. Sec. 16-2. - Same —Holding of city elections: straw ballot. Sec. 16-3. - City clerk to conduct all municipal elections. Sec. 16-6. - Candidate qualifications: affidavit. and form thereof. required of candidates for office of commissioner or mayor: finding candidate unqualified: failure to submit affidavit: authorization. for city clerk to pursue judicial declaration. Sec. 16-7. - Exemption from payment of the qualifying fee. Part II - THE CODE, Chapter 2 - ADMINISTRATION, Article XI. - BOARDS, COMMITTEES, COMMISSION, Division 1. - GENERALLY Sec. 2-861, - Administrative su000rt services to be provided by the office of the city clerk. Part II - THE CODE, Chapter 2 - ADMINISTRATION, Article VI. - Lobbyists Sec. 2-654. - Registration: fee: disclosure requirements: log of registered lobbyists: exemptions from payment of fee: failure to register. Sec. 2-655. - Annual expenditures report. ESSENTIAL FUNCTIONS: MINIMUM REQUIREMENTS: A Bachelor's degree in Public or Business Administration, or a related field and five (5) years responsible experience in records management, with a minimum four (4) years in a supervisory position; or an equivalent combination of education and experience. Municipal Clerk or Records Management certification and experience utilizing computers (especially word processing and database management programs) are highly desired. DOCUMENTATION REQUIREMENTS: The City of Miami makes an effort to preserve the integrity of your personal data as much as is feasible. Scanning your files separately facilities this effort. If you fail to scan these documents separately, it will be presumed that you have provided authorization to submit the entire file containing multiple documents to the hiring department as part of your application. It is best that all documents that you upload as part of your application be uploaded as separate attachments (e.e. - Copy of Bachelor's degree = Attachment 1; Copy of Master's transcript = Attachment 2, etc.) Applicants must submit, or upload and attach a copy of the college degree in the academic fields referenced above by the closing date in order to qualify. If degree does not reflect academic major on its face, transcripts reflecting the major and degree conferred must be submitted with the application in order to avoid disqualification. http://agency.govemmentjobs.com/miamifl/job_bulletin.cfm?JobID=467344[8/15/2012 1:53:37 PM] Job Bulletin Unofficial transcripts may be submitted prior to the closing date, but if selected, as a condition of employment , you will be required to submit an official sealed copy of your college or university transcript(s) conferring graduation, prior to commencing employment. NOTE: Applicants must clearly detail their work experience on the City of Miami employment application form or risk disqualification. Resumes may be submitted as supplemental records, but will not substitute for the employment application for screening purposes. NOTE: Submit a new application each time you apply for a city job. Proof of education (diplomas, degrees, certifications, if required) and other documentation required to meet minimum requirements must be submitted at time of application unless otherwise indicated in the job announcement. Foreign degrees, certificates or diplomas require transcript evaluations by American colleges, universities, or a NACES approved transcript evaluation service, which determine reciprocity to education in the United States. Veteran's preference is awarded in accordance with Florida state statute 295. All Forms DD-214 must be submitted with the application, and must be legible. In addition to the DD-214, applicants who have been awarded combat campaign/expeditionary medals that are not reflected on the Form DD-214 must submit supplemental documents from the U. 5. Department of Defense that demonstrate possession of a combat campaign/expeditionary medal by the closing date. If veteran's preference is being claimed, questions related to military service must be answered on the application form. To receive disabled veteran's preference, proof of a permanent service -connected disability or a current (less than 1 year old) letter of disability from the Department of Defense or Veteran's Affairs that indicates the percentage of disability must be submitted with application. City employees and City of Miami residents may also receive preference during the hiring process. For more details, please visit the City website. Prior to employment, successful completion of a background investigation will be required, and depending upon the type of position a medical examination may be required. Appointment (including promotions or transfers) to certain positions may require a drug screen, and be contingent upon submission of official transcripts. The City of Miami is an equal opportunity employer and does not discriminate. APPLICATIONS MAY BE FILED ONLINE AT: Ditto://www.miamiaov.com/emolovment OUR OFFICE IS LOCATED AT: 444 SW 2nd Avenue, Room 129 Miami, FL 33130 (305) 416-2108 TTY: 305-416-1730 Employment Hotline: 305-416-2050 FAXES NOT ACCEPTED An Equal Opportunity Employer CITY CLERK AH CITY CLERK Supplemental Questionnaire 1. Have you submitted proof of your Bachelor's degree or higher, as required? If not, please upload and attach same to your application. You may also submit the documents via mail or in person to the City of Miami Employment Office located at 444 SW 2nd Avenue, Room 129 Miami, FL 33130 by the closing date of this recruitment. Failure to do so will result in disqualification for this position. J Yes J No http://agency.governmentjobs.com/miamifl/job_bulletin.cfm?JobID=467344[8/15/2012 1:53:37 PM]