Position: Town Clerk Administrative CoordinatorReports to: Town Clerk Emergency Classification: EssentialFLSA Classification: Non-ExemptPay Grade: 106 Are you excited by the opportunity to make a meaningful impact in a community while enjoying the sea breeze? The Town of Fort Myers Beach is seeking a fast paced and detailed Town Clerk Administrative Assistant to join our vibrant team! The ideal candidate will have a passion for working with people, excellent communication skills, and a proactive approach to building positive relationships between the town and its residents. The Town of Fort Myers Beach is a community on a resilient journey. Working at the Town of Fort Myers Beach means contributing to a town's recovery, rebuilding its spirit, and creating a future that stands stronger than before. If the thought of using your experience, background and skill set to join our dynamic team in this pivotal time excites you, please review the job description below and apply through the job ad. Town of FMB Offers a Competitive Benefit Package!Health & Wellness: Comprehensive health insurance plans for you and your family with low deductibles and low annual maximums! The Town of FMB pays 100% of employee only coverage and 50% of dependent coverage. Employer paid life insurance, short- and long-term disability insurance, and gym membership reimbursement. Work/Life Balance: The Town of FMB offers 5 weeks of PTO Annually, 14 Paid Holidays annually, paid parental leave, and flexible scheduling options. Retirement Planning: 401(a)/457(b) Pension Plan with an employer contribution in which you are immediately vested. and more! Position Summary The Town Clerk Administrative Coordinator serves as a key administrative and operational support to the Town Clerk, ensuring the efficient handling of records, compliance with laws, and seamless execution of administrative functions. This role also involves providing comprehensive support for advisory committee meetings and coordinating magistrate hearings in collaboration with other Town departments. This position requires flexibility to attend evening meetings and respond to emergencies outside of regular business hours as needed. Responsibilities and Reporting During an Emergency Situation: If assigned, employees in this classification will be required to report and carry out duties as directed for the duration of an emergency. Depending on the nature of the emergency, this may require working around the clock for several days on short notice. EXAMPLES OF ESSENTIAL DUTIESTown Clerk Administrative Coordinator Responsibilities:
- Provide administrative support to the Town Clerk, including preparing and posting agendas, public notices, and minutes.
- Assist with municipal record-keeping, ensuring compliance with state and local laws.
- Coordinate and manage advisory committee meetings, including minute-taking and posting approved minutes.
- Handle public records requests and correspondence with professionalism and timeliness.
- Maintain effective relationships with Town officials, staff, and the general public.
- Respond to emergencies or special requests outside regular hours as required.
- Perform data entry, analysis, and report generation with an emphasis on accuracy and confidentiality.
- Attend training, meetings, and seminars to stay updated on relevant regulations and standards.
Magistrate Coordinator Responsibilities:
- Schedule and coordinate magistrate hearings, ensuring timely communication with involved parties.
- Prepare and distribute hearing agendas, notices, and related documentation.
- Maintain detailed records of hearing outcomes, penalties, and case statuses in compliance with legal requirements.
- Collaborate with departments and attorneys to gather and organize evidence and reports.
- Serve as a professional point of contact for magistrate hearing inquiries and ensure efficient communication with stakeholders.
- Assist with improving hearing processes and ensuring compliance with municipal and legal standards.
- Collaborate with Town staff on various projects by offering administrative support, including research, data collection, and report preparation.
- Participate in forums and presentations as directed.
- Perform both routine and special projects as directed.
- Attend courses, seminars and other educational opportunities in order to maintain an updated understanding of relevant regulations and standards.
- Attends meetings and events as assigned.
- Perform emergency response tasks and assignments as directed.
- Perform other duties as assigned.
(These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required.) REQUIREMENTS:Education, Certification, and Experience:
- Associate's degree in Public Administration, Legal Studies, or related field.
- Minimum of three years of experience in government or administrative support roles, including hearing coordination.
- Licensed Notary Public in the State of Florida or ability to obtain within 6 months of employment start.
Knowledge, Skills, and Abilities:
- Knowledge of municipal record-keeping practices and relevant state and local laws.
- Knowledge of public records request processes and compliance requirements.
- Knowledge of procedures for preparing and posting agendas, public notices, and meeting minutes.
- Knowledge of legal terminology and basic administrative hearing processes.
- Knowledge of Microsoft Office Suite and other administrative software applications.
- Advanced knowledge of principles and processes for providing outstanding customer service.
- Skill in organizing and maintaining detailed records for accessibility and compliance.
- Skill in preparing accurate and professional correspondence, agendas, and reports.
- Skill in handling public inquiries and requests with professionalism and efficiency.
- Skill in managing multiple priorities and meeting tight deadlines.
- Skill in collaborating with internal and external stakeholders to ensure effective communication.
- Ability to schedule and coordinate magistrate hearings and advisory committee meetings.
- Ability to ensure compliance with legal and municipal requirements in all administrative processes.
- Ability to communicate effectively, both verbally and in writing, with diverse audiences.
- Ability to work independently, exercise sound judgment, and handle confidential information.
- Ability to adapt to changing priorities, emergency situations, and time-sensitive tasks.
- Ability to analyze data, generate reports, and provide accurate information for decision-making.
- Exceptional written and verbal communication skills, with the ability to effectively interact with diverse stakeholders.
- Ability to work independently and collaboratively in a fast-paced, ever evolving environment.
- Ability to adapt to performing under frequent deadlines, re-prioritization of tasks and assignments, and in response to emergencies.
- Ability to follow oral and written instructions.
- Ability to organize work for timely completion.
- Ability to perform arithmetic computations accurately and quickly.
- Ability to regularly attend work and arrive punctually for designated work schedule.
- Ability to articulate ideas effectively and confidently, demonstrating a capacity to speak publicly at meetings as necessary, ensuring clear communication and engagement with stakeholders.
- Flexibility to attend evening meetings and respond to emergencies outside of regular business hours as needed.
Physical Requirements:
- Task involves some physical effort in standing, bending, stooping, stretching and walking, or frequent moderate lifting (20 pounds); and standard dexterity in the use of fingers, limbs, or body in the operation of shop or office equipment.
- Task involves prolonged periods of working at a desk utilizing a computer and keyboard.
Environmental Requirements:
- Task is regularly performed without exposure to adverse environmental conditions unless as assigned under emergency conditions.
Sensory Requirements:
- Task requires sound perception and discrimination.
- Task requires visual perception and discrimination.
- Task requires oral communications ability.
the Town of Fort Myers Beach is an Equal Opportunity Employer (EOE) and a Drugfree Workplace (DFW).