Duties and Responsibilities
Secretary of the Municipal Corporation
- Maintain custody of the municipal seal.
- Sign and attests to official documents.
- Maintain receipt of service and legal documents.
- Maintain the municipal code.
Statutory Duties and Responsibilities
The Municipal Clerk’s statutory duties are relatively fixed and regardless of the form of government, the Clerk is charged with the following statutory duties: secretary to the council (governing body); secretary to the municipal corporation; election official with judicial authority; and administrative official on the municipal level. As municipal secretary, the City Clerk:
- Election Official/Supervisor of Elections to Municipality
- Record official minutes of Board of Commissioners.
- Handle municipal correspondence, both incoming and outgoing, as directed, or as requested by council and/or the municipal manager.
- Process, record, file and advertise ordinances, resolutions, and notices.
- Perform liaison work between the public and the council as may be directed.
- Administer and record oaths of office.
- Prepare and maintain custody of all official municipal records and files and ensure their safety.
Election Official and Supervisor of Elections to the Municipality
Administers Federal, State, and Local procedures in assisting candidates in meeting their legal responsibilities before, during and after an election. From Election pre-planning to certification of election results and filing of final campaign disclosure documents.
- Qualify candidates for local office.
- Certify vacancies existing on the local level.
- Maintain receipt of any and all petitions, initiative or otherwise.
- Furnish material for local elections.
- Maintain receipt of election results.
General Duties and Responsibilities
Under state law, city charter, and local ordinances, the Municipal Clerk is entrusted with numerous and diverse duties. In addition to the required duties performed, the clerk has many other responsibilities resulting from long-practiced local rules and customs. The administrative duties are as follows:
- Provide notary services in relation to official business of the city clerk's office.
- Prepare Proclamations, an official important announcement, special occasions and events.
- Furnish data to public information media.
- Receive and file bonds and insurance policies relating to municipally issued contracts.
- Direct complaints, correspondence and inquiries for action to various municipal departments.
- Prepare and maintain the records index system, oversee records management, archiving, retention, and destruction in accordance with state regulations.
- Conduct business with other municipal, county, state and federal agencies as directed by the governing body.
- Provide notification to municipal departments of expiration dates on various matters.
- Attest official contracts and documents.
- Serves as the Supervisor of Elections to the Municipality, Election Official, and Qualifying Officer. Conducts the Municipal Elections.
- Board and Committee liaison.
- Staffing for mayor and commissioners/council members.
- Executes and emboss documents to authenticate the validity of City records: ordinances, resolutions, and contracts, easements, deeds, bonds or other documents requiring City Certification.
- Records Manager responsible for the City’s records management program, records retention, archiving, storage, distribution, and destruction of documents in accordance with the Florida Statutes, and coordinates record management efforts and training in each department.
- Custodian of Public Records - Processes public records requests and ensures compliance throughout the organization in compliance with Florida Public Records Law (F.S. Ch. 119).
- Attends all meetings of the Board of Commissioners and Civil Service Commission and record the Official Minutes.
- Maintains records indexing system to include action taken by the Board of Commissioners.
- Oversees the preparation and publishing of agenda packets for Board of Commissioners and Civil Service Commission, including coordination and review of material before publishing public hearing notices for ordinances. Post the agendas.
- Writes and prepare ordinances and resolutions for the City Clerk’s Office and reviewed and approved by City Attorney.
- Authenticate by signature and record in full in a book kept for the purpose, all ordinances and resolutions.
- Manages the City’s Code of Ordinances, codification of ordnances, and distribution of supplemental updates to the City Charter, and Code of Ordinances.
- Improves the Office of the City Clerk through improved electronic software and web-based programs, and educational programs and certifications.
- Manages appointments to city advisory boards and maintains membership Roster.
- Prepares and advertises public hearing legal notices for ordinances, resolutions, elections, and board vacancies.
- Assists other departments with advertising prepared public hearing notices when needed.
- Schedules speakers to conduct trainings on Sunshine Law, Ethics Law, Public Records Law, and other type of training related to the City Clerk’s Office and Board of Commissioners.