Town of Palm Beach Hiring for Clerk Support Assistant Job at Palm Beach, FL Full Time

JOB

The Town of Palm Beach is an internationally acclaimed destination known worldwide for its extraordinary beauty, small-town charm, and exceptional service standards. Our residents are some of the world’s most influential people and they choose Palm Beach to call home because of the amazing quality of life. The Town is seeking a key position to perpetuate its values, of excellence and reliability in this one-of-a-kind setting. Do you share these values? Are you ready for the challenge? Come be part of our team! The Town of Palm Beach employees are driven by the vision to deliver the highest quality service by continuously improving and always striving to be the standard by which all others are measured. The employees of the Town commit to and are guided by the following values: • Respect for everyone;• Highest ethical standards;• Cooperation and teamwork;• Commitment to quality;• Spirit of innovation;• Open and timely communication; and• Personal responsibility and accountability.If you share these values, apply to join our team. The Town Manager’s Office acts as the Chief Operating/Executive Office for the Town as well as provides support to the Mayor and Town Council. The Town Clerk’s Office provides legislative administration, official record keeping services, and serves as the supervisor of elections for Town general elections, records. These offices are in constant collaboration and uniformed operation. These offices seek an exceptional individual in the role of Clerk Support Specialist. This position is varied and fluid with an excellent opportunity to balance public service with professional growth and fulfillment. Under direct supervision, this position performs a variety of routine clerical and customer service work requiring frequent interaction with Elected Officials, Appointed Board and Commission members, management, staff, and the general public requiring the ability to communicate in a professional, tactful, and courteous manner.

EXAMPLE OF DUTIES

• Serves as first point of contact in the Town Manager’s and Town Clerk’s Offices providing courtesy and efficient customer service.• Reviews, analyze, and process Town Clerk Office issued permits.• Boards, Commissions, Committees, and Task Force coordinator.• Coordinates master public meeting calendaring and notifications.• Assists with municipal elections.• Assist with public meeting related clerk duties.• Composes and prepares courteous and professionally formatted business-related correspondence, memoranda, and other documents from rough draft or general instructions.• Proofreads correspondence and other materials for grammatical correctness and content.• Performs a variety of administrative tasks, including the inventory and stocking of office and department-specific supplies, scheduling and setting up meetings/appointments, making photocopies, preparing outgoing mail, and sorting and distributing incoming mail.• May fill in or provide backup for other administrative personnel when necessary.• Processes department/division mail.• Maintains mailing lists and department mailings as necessary.• Maintains an accurate and efficient filing and tracking system by creating new files, removing outdated files for archiving and/or disposition, and sorting, scanning, and filing documents by type and/or subject as appropriate. Utilizes various software and hard files to provide a consistent, organized tracking system, maintaining records in accordance with applicable Florida State Statutes.• Compiles department/division technical and statistical data, prepares and/or maintains various records and reports, checking and proofing for accuracy.• May receive and prepare responses to public records requests from the public and/or town personnel in accordance with Florida State Statutes.• May collect and record fees/donations according to department procedures and Finance Department policies and direct/process those funds to appropriate staff.• Maintain accurate and detailed files of the collected fees/donations and expenditures.• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• Must possess the minimum of a high school diploma or GED equivalent, with preference of a bachelor’s degree.• Experience in administration, public service, customer service or an equivalent combination of education, training, and experience with a minimum of three (3) years.• Possession of a Notary Public certification or agreed pursuit of certification upon hire.• Must be able to successfully type a minimum of 40 words per minute on a timed evaluation.• Must be able to successfully pass the minimum competency level for the essential skills of this position: Microsoft Word and Excel, proofreading, and business writing.

SUPPLEMENTAL INFORMATION

• Operates general office equipment.• Considerable knowledge of business English and good skills in grammar, spelling, and punctuation.• Proficiency of current software to enhance and accomplish office tasks including, but not limited to: Microsoft suite products, Adobe products, enterprise resource planning (ERP) programs, virtual meetings, publication programs, and presentation programs.• Ability to gain considerable knowledge of the administrative and procedural aspects of Town government.• Ability to accept and balance necessary direction from more than one supervisor.• Ability to work independently or under minimal supervision.• Strong public and employee relations skills and ability to maintain positive, friendly, and professional environment at all times.• Excellent organizational skills and ability to prioritize workload and handle multiple projects and deadlines in an efficient and effective manner.