Deputy City Clerk (Internal Candidates Only)

Description

NATURE OF WORK

This is a highly responsible administrative position that assists the City Clerk with compliance of Florida law, and county and city ordinances.

An employee in this class is responsible for assisting the City Clerk with planning, organizing and supervising operations of the Office of the City Clerk; providing organization, direction, and coordination of a wide variety of municipal activities; and facilitating assistance and service to City officials/departments as well as to the public. An employee in this position assists the City Clerk in the roles of Official Secretary to the City Commission and the City of Sunrise; Official Records Custodian; Local Supervisor of Elections; Local Financial Disclosure Coordinator to the Florida Commission on Ethics; local filing officer for Broward County ethics disclosures; Lobbyist Registrar; and City Advisory Board Coordinator. This position assists in maintaining the City Charter and City Code of Ordinances; and supervises assigned employees in meeting those responsibilities.

Examples of Duties

ESSENTIAL JOB FUNCTIONS

• Assists the City Clerk as the Official Secretary of the City by attesting to documents, legislation, notarizations, and recording documents with Broward County, preparing lien satisfactions; arranging for live-streaming of meetings and closed captioning services; attending meetings and preparing minutes; publishing and posting public notices; monitoring and updating the municipal code, and administering oaths of office.

• Assists the City Clerk as the local Supervisor of Elections, including receipt of statutorily required campaign finance reports and identifying precinct locations.

• Manages active and inactive records; providing for the destruction of records in compliance with State law; researching and responding to internal and external public records requests and subpoenas duces tecum; maintaining, safeguarding, and digitizing official records; providing for disaster recovery of those records; certifying copies of official records and documents as required.

• Creates the City's annual compliance statement to the State of Florida's Department of State Division of Library and Information Services and works with the Division to establish record retention schedules.

• Maintains the Florida Commission on Ethics' Electronic Financial Disclosure Management System database and identifies new and former Form 1 filers as necessary.

• Assists in maintaining the ethics disclosure database for Broward County ethics disclosure documents.

• Assists with registering lobbyists, maintaining related databases and logs.

• Conducts training regarding the Open Meetings law, Public Records law, and state, county and city ethics laws and regulations for City staff and advisory board members.

• Manages all aspects of the advisory board appointment process for the City's 15 advisory boards, including the appointments, maintenance of board membership and activities.

• Conducts the election of members to and maintains current rosters of the City's Police, Fire and General Employees' Retirement Plan Boards.

• Supervises, directs, and coordinates the work of the City Clerk staff; evaluates staff, including making recommendations regarding the hiring, disciplinary actions, and promotions of subordinates; counsels subordinates on work related problems.

• Monitors department budget of the office and approves the purchase of supplies; holds the City P-Card for purchases.

• Performs related work as required.

Requirements

EDUCATION

• Bachelor's degree from an accredited college or university.

• Master's degree in Public/Business Administration or closely related field preferred.

EXPERIENCE AND TRAINING

• Five (5) years of related work experience.

• Notary Public or ability to become a notary.

• Certified Municipal Clerk (CMC) designation desired or ability to achieve certification or a Master Municipal Clerk (MMC) within three years of appointment to position.

PHYSICAL REQUIREMENTS

• Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact

• Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to, computers, calculator, copier, and fax machine

• No significant standing, walking, moving, climbing, carrying, bending, kneeling, crawling, reaching, handling, pushing, and pulling is required.

• Ability to perform minimal lifting, not to exceed 20 pounds of force, which may be required on a limited basis.

Supplemental Information

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of the principles of general management and public and business administration.

• Knowledge of applicable City, County and State rules and regulations pertaining to public records management and practices, public records retention schedules, and public records production.

• Knowledge of City, County, and State rules and regulations related to open meetings laws and codes of ethics.

• Knowledge of policies and procedures used in budget preparation, monitoring and reporting.

• Knowledge of the use of information technology, imaging, enterprise financial systems, inventory control, and city procurement procedures.

• Thorough knowledge of supervisory principles and practices, and public personnel administration.

• Knowledge of City, County, and State rules and regulations related to municipal elections, campaign finance, and campaign disclosure requirements.

• Ability to analyze a variety of administrative problems and make sound recommendations as to their solution.

• Ability to supervise a staff of subordinate employees in a manner conductive to full performance and high morale.

• Ability to exercise judgment and discretion in devising, interpreting and implementing departmental rules, regulation and procedures.

• Ability to exercise judgment and discretion while working with confidential information and proper release of information from public records.

• Ability to establish and maintain effective working relationships with other employees, supervisors, departmental officials, elected officials, officials of other agencies, and the general public.

• Ability to express ideas clearly and concisely, both verbally and in writing.

• Ability to analyze expenditures in relation to established budgets and furnish detailed information to management and supervisory personnel.

• Ability to work evenings and weekends; attend conferences in/out of state.

• Ability to become a notary public.

• Ability to obtain a Certified Municipal Clerk (CMC) designation within 3 years of employment.

BENEFITS PACKAGE SUMMARY

SUPERVISORY/PROFESSIONAL

HIRED ON OR AFTER 10/1/18

The description of benefits for which, an employee may be eligible have been generally summarized in this information sheet for your convenience; however, you must refer to all applicable City ordinances, collective bargaining agreements and/or plan documents for specific terms and conditions. These benefits may be affected by future changes in policy, collective bargaining, City ordinances and/or legislative actions. The City reserves the right to increase, modify, decrease or eliminate benefits at any time. No benefit is created or maintained simply based on this document, and its contents do not give rise to any contractual rights related to continuing employment or receipt of benefits between the City of Sunrise and its employees. The information contained herein supersedes any prior benefit sheet(s).

The City of Sunrise is an economic powerhouse in western Broward County encompassing more than 18 square miles. As the host of Sawgrass International Corporate Park - the largest business park in South Florida

• Sunrise has its own flourishing job market and currently employs approximately 1,100 employees and numbers continue to rise.

The City takes a very active role in business development, recruitment and prides itself on creating job opportunities for its residents. There are very few communities of similar size that welcome the tens of millions of visitors that we do here in Sunrise, or that can boast the magnitude of regional assets found in our City.

Our City shines and we understand in order to shine brighter; we must continue to recognize our employees as one of our most valuable assets. The City of Sunrise takes great pride in recruiting future employees and developing and retaining current ones by offering our comprehensive compensation and benefits package throughout an employee's career.

5% Supplemental Pay:

Supervisory/Professional employees shall receive a five percent (5%) supplemental pay calculated on the employee's base rate of pay.

City-Paid Medical Benefits:

• Group Health Insurance: The City pays for 100% of the cost for single coverage for full-time employees and 66.66% of cost for Dependent/Family Coverage. Upon retirement and separation from City employment, employee receives a monthly stipend of $350 per month, applicable toward retiree health coverage.

• Life Insurance: $50,000

• Accidental Death & Dismemberment (AD&D): $50,000

• Eye Care Reimbursement

• Up to $250 every two (2) fiscal years (Employee only)

• EKG/Stress Test

• Up to $150 reimbursement per fiscal year (Employee only)

• Physical Examination

• Up to $250 reimbursement per fiscal year (Employee only)

• Employee Assistance Program (EAP) through Cigna Behavioral

Retirement:

• Employee Contribution = 8%

• Vesting = 10 Years

• Average Final Compensation (AFC) = 2.5% of pensionable earnings for each year of creditable service

• Maximum Benefit = 80% of AFC, not to exceed $80,000.

• Normal Retirement = Age 62 and ten (10) years of creditable service.

• Early Retirement = Age 57 and ten (10) years of creditable service, 3% annual reduction for each year prior to normal retirement age.

• 13th check based on monthly retirement, payable if the pension plan funding status is equal to or greater than 100%. Paid in December each year following retirement.

• Deferred Retirement Option Plan (DROP) = 4 years/48 months maximum.

• DROP Interest Rate = 4%, compounded annually.

Longevity:

Based on successful completion of full-time, continuous service with the City, employee shall receive the following:

Years of Creditable Service Longevity Benefit*

10 Years 2.5%

15 Years 2.5%

20 Years 5.0%

• Longevity Benefit calculated on employee's base rate of pay

Paid Holidays:

Employees receive the following City-paid holidays:

• New Year's Day • Veterans' Day

• Martin Luther King Day • Thanksgiving Day

• Memorial Day • Friday after Thanksgiving

• 4th of July, Independence Day • Christmas Day

• Labor Day

Annual Leave:

Annual leave may be taken as earned. Maximum accumulation each fiscal year is 360 hours. At time of resignation or retirement, employee is paid for all annual leave accrued at their current rate of pay. Annual leave is accrued based on continuous, full-time service with the City, as follows:

Completed Months of Service Total Hours/Days Accrued Annually

Up to and including first 60 months 128 hours/16 Days

Greater than 60 months through 120 months 168 hours/21 Days

Greater than 120 months through 204 months 208 hours/26 Days

Greater than 204 months 248 hours/31 Days

Annual Leave Cash Out:

Employee can opt to receive a non-pensionable cash payment twice per year for up to forty (40) hours of annual leave, provided accrued annual leave bank does not fall below eighty (80) hours.

Floating Holidays:

Upon completion of (26) weeks of full-time employment with the City, employee shall be entitled to utilize up to five (5) floating holidays per fiscal year. Floating holidays shall not carry over to the next fiscal year.

Perfect Attendance:

For every six (6) months period (April 1

• September 30) and (October 1 - March 31) in which, no sick or unpaid leave is utilized, an employee shall receive ten (10) hours of annual leave credited. Employees who qualify for a consecutive Perfect Attendance benefit shall receive (14) hours of annual leave credited for each consecutive earning period.

Sick Leave:

Each employee earns (96) hours (12 days) of sick leave annually with no waiting period for use and maximum accrual of 1,440 hours. Upon separation of City employment due to resignation, employee shall receive payment of all accrued sick leave at a rate of twenty- five percent (25%) of the employee's current rate of pay at time of resignation. Upon separation of employment due to retirement, employee shall receive payment of all accrued sick leave at a rate of fifty percent (50%) of the employee's current rate of pay at the time of retirement.

Sick Leave Conversion:

After completion of one (1) year of continuous, full-time employment with the City, an employee may convert their unused portion of their first six (6) days (maximum of forty- eight (48) hours) of accrued sick leave into annual leave. Conversions are subject to the following: A minimum of 96 unused sick leave hours accrued prior to hours being converted, total eligible sick leave hours to be converted shall be reduced hour-for-hour by any sick leave hours utilized during the eligible benefit period, and conversion subject to annual leave accrual cap.

Bereavement Leave:

Qualifying City-paid Bereavement Leave as follows:

• In State = Up to 3 Days

• Out of State = Up to 5 Days

Tuition Reimbursement:

After (2) two years of continuous full-time employment:

• 100% reimbursement for a grade of A or B
• 50% reimbursement for a grade of C
• $500 books/lab reimbursement per semester

Credit Union:

We Florida Financial Bank & Credit Union

• 8890 NW 44th Street, Sunrise, FL 33351

Optional Voluntary Benefits (paid by the employee):

• Single or Family Dental Insurance

• Single or Family Vision Insurance

• Accident Advantage

• Life Insurance

• Accidental Death & Dismemberment Insurance

• Long Term Disability Insurance

• Long Term Care Insurance

• Short Term Disability Insurance

• Critical Care Protection

• Cancer Protection Assurance

• Mission Square Retirement Programs

o 457 Deferred Compensation Plan

o 401(a) Governmental Purchase Plan: Newly hired

01

Please describe your highest level of education completed. PROOF OF THE HIGHEST LEVEL OF COMPLETED EDUCATION MUST BE SUBMITTED AS AN ATTACHMENT WITH APPLICATION. (Applications without attached proof of education will not be processed for consideration.)

• No High School/GED

• High School/GED

• Some College

• Associate's Degree

• Bachelor's Degree

• Master's Degree

• Doctoral Degree

02

Please describe how many years of related experience you possess.

• No Experience

• Less than 1 year

• 1 -2 years

• 3-4 years

• 5-6 years

• 7-8 years

• 9-10 years

• 11+ years

03

Are you currently employed with the City of Sunrise? This vacancy requires that eligible applicants be current employees of the City of Sunrise.

• Yes

• No

04

Do you possess a Certified Municipal Clerk designation? If no, certification must be achieved within three years of appointment to position.

• Yes

• No

Required Question

Agency City of Sunrise

Address 10770 W. Oakland Park Blvd.

Sunrise, Florida, 33351

Phone 954-838-4522

Website http://agency.governmentjobs.com/sunrisefl/default.cfm