A Charter Officer of the Town, appointed by and responsible to the Town Council. Receives policy direction from the Town Council. As member of the Town’s Senior Management, is responsible for all activities related to the Town Council, Records Management, Legislative Actions, Supervising Elections. A final employment contract shall be executed by Town Council.

ESSENTIAL DUTIES & RESPONSIBILITIES:

The following duties are normal for this position. They are not to be construed as exclusive or all-inclusive. Further description of details follows this section.

I. Develop, plan and implement department goals and objectives; establish and administer policies and procedures.

II. Exercises direct supervision over assigned management, supervisory, technical, and clerical personnel.

III. Supervises staff within the Clerk’s Office.

IV. Attests all contracts, bonds and other instruments as may be prescribed by law.

V. Assists with the information technology (IT) functions of the Town.

General:

A. Must be able to manage and organize workload independently and comply with all Local, State and Federal requirements.

B. Supervisor skills required to oversee and manage direct reports.

C. Must possess the aptitude or knowledge of governmental software packages related to records management and public meetings and minutes.

Clerk:

1. Serves as Clerk to the Town Council. Responds to Council direction in a timely manner. Attends Council meetings and workshops or assigns subordinate to act as a clerk. Reports Council actions to staff.

2. Prepares preliminary and final Council agendas and collects appropriate material for Council packets. Copies final packets and prepares packets for distribution.

3. Prepares proclamations and certificates of appreciation.

4. Oversees the road improvement process, accepted street list and road payback files.

5. Supervises the maintenance of all official records, minutes, resolutions, and ordinances. Supervises operation of records retention, archives, and microfilming.

6. Writes and/or prepares ordinances and resolutions according to protocol.

7. Oversees procedures for codification of Town Ordinances and Town Charter. Reviews all supplements after codification and prior to distribution, for accuracy and correctness.

8. Prepares and publishes all legal notices as required by law.

9. Attests to and/or supervises the recording of all official documents.

10. Verifies all travel requests for attendance at conferences, seminars, etc. for employees, management, and Council.

11. Oversees membership status of boards and committees to ensure compliance with code, processes vacancies and applications.

12. Responsible for bi-annual SCLC dinner in January as the host municipality.

13. Performs research and preparation of correspondence/responses for Town Council as requested and/or needed.

14. Responsible for various duties including scheduling monthly meetings, publishing monthly calendar, running errands, supervision of community service workers and volunteers working in the Clerk’s Department.

15. Signs and review Business Tax Receipts; sends out renewals and keeps monthly reports on active BTRs.

16. Custodian of Town Seal.

17. Attests and signs agreements and documents.

18. Answer phone and route calls, respond to calls as necessary.

19. Public Relations and Community Outreach via various distribution methods to include the website, print material, and digital media.

20. Update and maintain procedures on Town Clerk related duties.

21. Serves as Chief Election Officer of the Town. Prepares and distributes candidate packets, qualifies candidates, prepares ballots, prepares advertisements, coordinates with Brevard County Supervisor of Elections.

22. Coordinates the filing of original financial disclosure forms.

23. Interacts with various groups and individuals, including employees, Town Manager, Town Attorney, news media, sales representatives, members of the Town Council and other Board members, as well as local, state, and federal officials.

24. Designee for disaster preparedness, response, and recovery

Technology:

25. Must have a solid working knowledge of Microsoft Office 365.

26. Be capable of performing general office maintenance.

27. Coordinator as the primary contact for information technology support.

Additional:

• Must be able to read and write English.

• Must be able to lift boxes up to 30 lbs.

• Possess a valid Florida Driver’s License with reliable personal vehicle to perform business related travel, as required, with reimbursement.

• Available to perform evening meetings on various nights as directed by Town Council or necessary to perform the duties of Town Clerk.

Qualified Candidates shall email resumes with a cover letter to townclerk@townofmalar.org before the close of business on July 20, 2022 for further consideration by Town Council.

Minimum of three (3) years of management experience, preferably in local government and possess or significantly completed the process as a Certified Municipal Clerk (CMC) certification and/or local govt experience.