Manager, Board Records
Pay Grade: 150
Job Code: 18900
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
Performs highly responsible administrative and supervisory work involving managing the effective operation of the Clerk to the Board of County Commissioners (BCC) function performed by the Board Records Department. Work includes advanced stenographic and related clerical duties in connection with attending and recording official meetings, preparing minutes and distributing documents for the BCC and major boards and committees of the county as directed by the Clerk of the Circuit Court and Comptroller (Clerk). An employee in this class is responsible for the proper performance of the assigned duties of the department, maintenance of the records of the official actions of the BCC, and coordination of the Value Adjustment Board (VAB) process. Considerable independent judgment and initiative is required. Decisions are made based on experience and knowledge of departmental operations and major departures from standard policies are reviewed with a superior for final decision. Work is assigned in broad terms through conferences with the Director of the Finance Division.
ESSENTIAL JOB FUNCTIONS (examples, not all inclusive)
- Supervises, plans, assigns and reviews the work of staff performing a variety of stenographic and clerical work in connection with recording meetings and preparing minutes for major boards and commissions, indexing minutes, accounting for all documents from the proceedings, advertising public hearings, maintaining records repository of BCC official actions and related work;
- Supervises staff accepting applications and issuing various permits such as dock, dredge and fill and home solicitation;
- Supervises and coordinates all activities relating to the Value Adjustment Board and related processes;
- Assists in developing requirements for various software applications used in the operation and maintenance of the above records and subsequent implementation and maintenance of such applications;
- Hires, trains and supervises personnel; evaluates subordinate staff on performance; reviews employee time cards; interprets Personnel Rules and Regulations to subordinates;
- Ensures minutes of meetings are accurate in content, complete, void of grammatical errors, and consistent with related supporting documentation. Responsibility also includes review of documents for completeness prior to execution by the BCC and filing of ordinances with the State after approval by the BCC;
- Attests and certifies documents approved by the Board of County Commissioners; assists in preparing departmental budget;
- Prepares various departmental reports and needed to meet external and internal requirements;
- Performs research, prepares correspondence on inquiries of a complex nature regarding departmental operations and information and responds to public records requests as required;
- Performs other related job duties as assigned.
Education and Experience:
Associate’s degree in business, finance, accounting, management, public administration or a related field and five (5) years administrative, business or records systems management that includes supervisory experience or training; or Bachelor’s degree and three (3) years’ experience as described above; or an equivalent combination of education, training, and/or experience.
Special Qualifications (May be required depending on area of assignment):
- Florida Driver’s License or Florida Commercial Driver’s License and endorsement, if any.
- Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.
- Other highly desirable knowledge, skills, abilities, and credentials required for a specific position.
Knowledge, Skills and Abilities:
- Knowledge of modern office management and sound customer service practices and procedures, business English, spelling and arithmetic;
- Knowledge of legal, administrative and procedural regulations applicable to the Board Records Department;
- Skill in typing accurately at a reasonable rate of speed and in stenographic techniques in recording and transcription of proceedings of meetings;
- Ability to use and assist in developing requirements for various software applications used in the operation and maintenance of the above records and subsequent implementation and maintenance of such applications;
- Ability to hire, train, supervise, schedule and coordinate the work of and evaluate subordinate employees;
- Ability to develop effective office work procedures and sound customer service practices;
- Ability to promote and maintain effective departmental and public working relationships;
- Ability to express oneself clearly and concisely, orally and in writing.
The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Additionally, the following physical abilities are required:
- Balancing: Maintaining body equilibrium to prevent falling while walking, standing or crouching on narrow, slippery, or erratically moving surfaces. The amount of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.
- Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
- Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
- Grasping: Applying pressure to an object with the fingers and palm.
- Handling: Picking, holding, or otherwise working, primarily with the whole hand.
- Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
- Mental acuity: Ability to make rational decisions through sound logic and deductive processes.
- Reaching: Extending hand(s) and arm(s) in any direction.
- Repetitive motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
- Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
- Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
- Visual acuity: Have close visual acuity such as color differentiation, depth perception, and adequate field vision.
- Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
Work is typically performed in a dynamic environment that requires sensitivity to changing goals, priorities, and needs.