City of Tampa

This is highly responsible specialized office support work including advanced technical work in preparing complex draft agendas and supporting materials, recording and preparing minutes for City Council and major boards and committees, and processing official records and/or documents of the City.  Bargaining unit position.

Employees serve as administrative secretaries or records specialists in the City Clerk’s office. Employees perform varied and highly specialized technical research and document preparation, including preparing agendas and supporting documents, recording and transcribing minutes for City Council meetings, and reviewing and processing official records and legal documents; or serves as the City of Tampa lead administrator of the HPE Records Management System. Duties are of considerable difficulty and involve dealing with highly technical and/or legal terminology and complex secretarial or administrative assignments. Work products are often used in policy making and legal proceedings, necessitating a high degree of accuracy, completeness, and conformance to standards. Positions require significant typing and transcription of accurate minutes with the ability to meet recurring deadlines. Although under direction, many tasks are performed independently requiring considerable initiative and independent judgment because of the highly responsible nature of work assignments. Work is reviewed through conferences, observation, and results obtained. Employees in this class will work varied hours and irregular schedules as required by the nature and length of City Council meetings and other board meetings.

Receives and screens telephone calls, greets office visitors, answers questions and provides information to the public, including copies of ordinances, minutes, and other public record documents; conducts research to identify and ensure provision of correct documents requested; instructs public on method of accessing records provided online; collects monies for copies, code enforcement fines, etc.

Attends City Council meetings and records meetings and other official functions(which would require attending evening sessions);  draft minutes and ensures that appropriate data is included and that information is accurately reflected as a matter of public record; ascertains that all back-up materials and files for current City Council agenda items are accounted for and distributed appropriately; verifies the status of variance and zoning petitions; prepares letters and motions from minutes and distributes to proper entities; prepares resolutions  and ordinances that go to the Mayor for signature with transmittal letter; ensures that official documents and copies thereof are properly signed, stamped, numbered and dated; prepares files for zonings, plan amendment, historic property tax exemption, etc.

Attends meetings of a variety of boards and committees, including the Community Redevelopment Agency, Code Enforcement, Public Nuisance Abatement Board, General Employees Pension Board, and Civil Service Board, and records their sessions and prepares draft minutes; may prepare and distribute Notice of Hearings, written orders of the Civil Service Board, and subpoenas pursuant to established procedure; prepares and processes a wide variety of official records and/or legal documents.

Archives & Records area:

Performs a variety of assignments involving retention, retrieval and disposal services for the records of all municipal departments; assists with the continued development and maintenance of a citywide records management program; research official records to compile histories of agencies individuals, meetings, and events; participates in activities associated with arranging records into a computer systems for information retrieval; assists records management staff in scheduling records for destruction or permanent retention in city archives; provides technical assistance to the public, city departments, and researchers in referencing materials in the archives.

Receives and checks for accuracy all transmittals for City departments for record storage; uses records management database (HPE) to enter, track, search, and process disposal for the records of all municipal departments; provides Inventory Technician appropriate paperwork to facilitate retrieval and /or pick-up for daily runs, reviews and verifies for accuracy and completeness; provides Digitization Supervisor with listings of documents to  be scanned as determined from retention schedules; coordinates activities with commercial storage facility; recommends changes to procedures and/or forms to Records Manager.

Performs related work as required.

Considerable knowledge of: business English, spelling, punctuation, grammar and composition; basic mathematical calculations; standard office practices and procedures.

Graduation from an accredited high school and five (5) years of office support or secretarial experience utilizing various computer programs, or three (3) years of office experience including at least one (1) year in a City Clerk’s office or similar environment; or an equivalent combination of training and experience.

Possession of a valid drivers license may be required.

Employees may be required to work rotating shifts, including nights, weekends, holidays and overtime as needed. During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.