Job Description

The vibrant Village of Key Biscayne, incorporated on June 18, 1991, is in the center 1.25 square miles of a four-mile-long, two-mile-wide barrier island between the Atlantic Ocean and Biscayne Bay. The island is connected via a scenic causeway and bridges to the City of Miami, only seven miles away. Key Biscayne is a thriving residential community of more than 14,800 residents. Together with our residents, we are advancing our safe and secure village; thriving and vibrant community and local marketplace; engaging and active programs and public spaces; accessible, connected, and mobile transportation system; and resilient and sustainable environment and infrastructure. 

The Village of Key Biscayne is seeking a Records and Agenda Coordinator.  The Records and Agenda Coordinator of the Village Clerk’s Office provides highly skilled administrative support and provides assistance in discharging the duties and overall management of the Village Clerk’s Office. This position exercises independent judgment in performing special functions under the supervision of the Village Clerk. Work emphasizes daily administrative work, departmental IT initiatives, working with the Village Clerk on emerging technologies and Agenda and Records Management strategies. Work may include customer service functions and interaction with the public and administrative support assignments for the Village Clerk.

Essential Duties and Responsibilities

Records Management

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.

Council & Meeting Support

• 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.

Administrative Support

• 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.

Customer Service & Other Duties

• 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.

Minimum Qualifications & Requirements

Education & Experience

• 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.
• Previous experience in a Municipal or County Clerk’s Office is preferred.

Knowledge, Skills & Abilities

• 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. Ability to communicate in Spanish is a plus.
• 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.

Certifications & Other Requirements

• Notary Public of the State of Florida, or ability to obtain within three (3) months of employment.
• Records Management Certification preferred.
• 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.
• Requirements may be waived by the Village Clerk.
• These job functions should not be construed as a complete statement of all duties; additional job-related tasks may be required.
• Must be a non-smoker.

SALARY RANGE: $58,649 – $95,892

POSITION TYPE: Full-Time / Non-Exempt

APPLICATION PROCESS:

Interested and qualified applicants should submit cover letter, resume to: Juan C. Gutierrez, Human Resources Director, Village of Key Biscayne via E-mail : [email protected]

Village of Key Biscayne is an Equal Opportunity Employer and a Drug/Smoke Free Workplace

Qualified applicants are considered for employment and treated without regard to race, color, religion, sex, disability, marital, or veteran status (except if eligible for veterans' preference).

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