Village of Key Biscayne · 1 month ago
Records and Agenda Coordinator
Key Biscayne, FL
Full-time
Onsite
Mid Level
$59K/yr - $96K/yr
4+ years expThe Village of Key Biscayne is a vibrant community seeking a Records and Agenda Coordinator to provide administrative support within the Village Clerk’s Office. The role involves managing public records requests, assisting with agenda preparation for Village Council meetings, and providing excellent customer service to residents.
Government Administration
No H1B
Responsibilities
Coordinate the processing and fulfillment of public records requests in compliance with Florida law
Assist the Village Clerk with the management, retention, scanning, and indexing of permanent public records as part of the Village’s records management program
Maintain multiple systems including lobbyist registrations, advisory board memberships, contracts, resolutions, and ordinances
File and organize official documents for the Village Council and the Office of the Village Clerk according to departmental procedures
Assist in the preparation, posting, and distribution of Village Council electronic agenda packets and required legal notices
Prepare the Council Chamber and other meeting venues for Village Council meetings
Attend official meetings to record and transcribe minutes as assigned by the Village Clerk
Coordinate Council travel arrangements, including airline reservations, hotel accommodations, transportation, and conference registrations
Prepare a variety of documents such as correspondence, memoranda, forms, tables, and reports with accuracy and completeness
Process invoices, checks, and assist with monitoring and preparing the Village Clerk and Council budgets
Provide excellent customer service in person and by phone, responding to inquiries and concerns or directing them to the appropriate department
Perform other related duties as assigned by the Village Clerk
Qualification
Required
Bachelor's degree in public administration or a related field from an accredited college or university
Four (4) years of experience performing high-level administrative, clerical, or secretarial work
Strong computer proficiency, including Microsoft Office Suite (Word, Excel, Outlook, etc.)
Knowledge of automated agenda preparation software and public records management systems
Familiarity with municipal government operations, services, and responsibilities of the Clerk's Office
Knowledge of the rules and regulations governing the conduct of Village Council meetings, including Florida Sunshine Law, Florida public records law, and principles/practices of public agency record keeping
Typing speed of at least 50 wpm
Capable of transcription, summary minute preparation, and accurate recordkeeping
Strong organization and time management skills
Communicate clearly, tactfully, and effectively in English, both orally and in writing; excellent grammar and writing skills required
Read, update, analyze, and maintain various records and files with accuracy
Quickly learn and apply various electronic document conversion processes and the Village's records management systems
Operate standard office equipment (computers, printers, copiers, scanners, telephones, etc.)
Work independently, exercise discretion and judgment, and maintain confidentiality and professionalism
Manage multiple recurring deadlines where accuracy and attention to detail are critical
Provide flexibility to accommodate occasional evening work
Notary Public of the State of Florida, or ability to obtain within three (3) months of employment
Must be legally authorized to work in the United States
Must possess a valid Florida Driver's License
Must successfully complete a background investigation, including a national criminal history check
Must be a non-smoker
Preferred
Previous experience in a Municipal or County Clerk's Office
Records Management Certification
Company
Village of Key Biscayne
The Village of Key Biscayne, incorporated on June 18, 1991, is located in the center 1.25 square miles of a four-mile-long, two-mile-wide barrier island between the Atlantic Ocean and Biscayne Bay.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Roland Samimy, Ph.D.
Chief Resilience and Sustainability Officer
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