An advanced clerical position that performs stenographic work pertaining to the recording and preparation of minutes for County Boards and Commissions. Emphasis is on the accurate recording and transcribing of minutes to reflect actual discussion, resolutions and votes of Commissioners and Board members. Processes all agenda items from the Board of County Commissioner (BCC) meetings.
Examples of Duties (Essential Functions):
Attends meetings of various Boards; document proceedings; administers oaths to witnesses, citizens and County officials; responsible for roll call votes; transcribes minutes; types recap and preliminary rough drafts; records minutes of various Boards and Commissions; seals and dates all documents with signatures; distributes appropriate documents to members of the Boards and County staff.
Collates items in agenda order. Prepares agenda packet and legal/non-legal documents; verifies for completion; sorts and files documents in preparation for meetings. Prepares cover letter for documents being distributed; files; posts and records documents, if required; distributes copy of documents to appropriate department; retains, indexes, scans each page into the imaging system and files all original documents approved by the Boards & Commissions. Receives public petitions for the Value Adjustment Board hearings; assigns number to petitions; schedules hearings; attends and records hearings; notifies petitioner; prepares correspondence.
Receives and files for public record Official Bonds in accordance with the Florida Statutes. Handles time sensitive documents, such as filing Ordinances with the State in accordance with the Florida Statutes. Assists Board/Commission members and general public in locating documents and researching records. Travel to off-site locations to record Board directed meetings using laptop and recording equipment.
Performs other related duties.
Typical Qualifications and Minimum Qualifications:
Must have graduated from high school or possess an accredited equivalency diploma. Two years advanced clerical experience. Higher education in clerical or legal record keeping preferred. Experience with a local government entity, legal or similar work preferred. A comparable amount of training and/or experience may be substituted for the minimum qualifications. Type at a prescribed speed of 55 cwpm required. A typing and minute taking test will be administered.
Testing for basic skills such as typing, spelling, grammar, and math may be required for this position.
No supervisory responsibility.
Position requires ability to lift boxes of materials needed for meetings that may weigh up to fifty (50) pounds.
Position requires ability to use headphones to transcribe minutes.
A valid driver's license is required.
Supplemental Information and Knowledge, Skills and Abilities:
Live and advocate our commitment to the Organization's vision, mission, and values.
Knowledge of parliamentary procedures. Knowledge of secretarial skills and general office procedures. Knowledge of English, spelling and word usage.
Ability to transcribe oral dictation and to paraphrase verbatim minutes of a meeting.
Ability to give full attention to what is being said, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Ability to understand information and ideas presented verbally. Ability to understand and carry out complex written and oral instructions.
Ability to communicate orally and in written form in a clear and concise manner.
Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
Ability to use a Personal Computer (PC), Microsoft Office and related software and Image scanner. Accuracy is required when paraphrasing meeting content and transcribing minutes. Interpretation of paperwork is required.
Ability to meet the public and effectively address their needs in a courteous, professional manner. Ability to establish and maintain effective working relationship with co-workers and employees/officials in other departments and agencies.
Ability to work with confidential and/or sensitive documents while complying with state and federal legal restrictions and legal advice restrictions for the Clerk & Comptroller's office.
Position may require sitting or standing for long periods of time while concentrating on repetitious or complex tasks.
Position is located in Dade City but duty location may vary between East and West side of county based on workload and location of meetings. Overtime and evening work is required.
Current employees may receive preference.
The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief to equalize peak work periods or otherwise to balance the workload.
A qualified employee or applicant with a disability may be afforded a reasonable accommodation to perform the essential job functions of a position in compliance with the Americans With Disabilities Act.