City of Palmetto
Position Title: Assistant City Clerk
Department: City Clerk
Reports To: City Clerk
FLSA Status: Exempt
Salary Range: Grade 13
Job Summary
The Assistant City Clerk provides direct assistance to the City Clerk in administration of the municipal operations. This role involves maintaining official records, preparing agenda packets and minutes for City Council meetings, record-keeping, prepare public notices, customer service duties, and ensuring compliance with city, state, and federal laws.
Key Responsibilities
-
In adjunct with the City Clerk prepare and distribute agenda packets, contracts, ordinances, proclamations, staff reports, resolutions and supporting material for city council meetings
-
Attend and record official minutes of city council meetings, noting motions, votes, and key discussion points, as requested
- Ability to prepare clear and concise reports
-
Maintain the official municipal code, including publishing ordinance amendments and coordinating codification updates
-
Receive, process and track public records request under state open records laws, coordinating with departments to compile responsive documents
-
Support the City Clerk during municipal elections in coordination with the county elections authority – candidate filings, notices, and certification
-
Certify and attest official city documents, resolutions, ordinances, and agreements requiring the city clerk’s seal
-
Responds to inquiries from City Officials, and City staff regarding official City Actions as well as functions and processes related to the City Clerk’s Office
-
Maintain official archives of city records including ordinances, resolutions, contracts, deeds, and historical documents
-
Post required legal notices in compliance with state publication statutes for zoning hearings, budget adoption, and elections
-
Receive, and electronically record and distribute mail to appropriate departments
-
Posts and publishes legal advertisements, public hearing notices, bid notices, meeting notices, and other public notices required by law
- Assist in updating city codes, ordinances, and resolutions
- Review and approve department payroll
- Attend Retreats as needed
-
Performs other related administrative tasks as assigned to support City operations
Knowledge & Skills
- Knowledge of city codes, policies, and procedures; state and federal laws on municipal records and operations preferred
-
Strong organizational, time management, and attention-to-detail
-
Proficiency in office software (e.g., Microsoft Office Suite)
-
Ability to handle confidential information with discretion
-
Strong written and verbal communication skills; public and interpersonal relations skills
-
Ability to obtain the State City Clerk Certification
-
Interact professionally with the public, elected officials, and staff
-
Must obtain Notary Public within 30 days of position date
-
Must use independent judgement in routine situations that occur
-
Ability to understand and follow oral and written instructions; and
-
Ability to establish and maintain effective working relationships with City employees, City officials and the public.
- Ability to work with a certain degree of independence.
Education & Experience
-
Highschool diploma or equivalent
-
Associate degree; bachelor’s degree in public administration preferred
-
Prior administrative support experience in public sector settings preferred
Work Environment
This is a fast-paced, public-sector role involving interaction with elected officials, city staff, business owners, and the general-public. This job is typically performed in an office environment, Monday – Friday 8:00 am to 5:00 pm. Occasional evenings, for Council Meetings and Retreats may be requested to attend.
Physical Demands
While performing the duties of this job, the employee is frequently required to sit and talk or hear, using hands to finger, handle, feel, or operate objects or controls; and reach with hands and arms. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. This job is typically performed in an office environment.