City of Tampa

An employee in this class serves as a lead support technician in the City Clerk’s office, performing 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. In addition to lead duties, employees perform more specialized duties than the City Clerk Support Technician. Duties are of considerable difficult 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 incoming telephone calls, determines the nature of inquiries, and directs callers to the appropriate staff or department as necessary; greets and assists office visitors in a professional and courteous manner; responds to questions from the public, elected officials, and other stakeholders, providing accurate information regarding ordinances, minutes, and other public records; conducts research using internal databases and records management systems to identify, retrieve, and ensure the correct documents are provided; instructs members of the public on procedures for accessing records through the City’s online portal and provides guidance on navigating available resources; prepares and issues copies of requested documents in accordance with established public records laws and office procedures; receives, records, and accounts for payments related to copies, Code Enforcement fines, and other applicable fees, ensuring proper handling and reconciliation of funds.

Provides senior-level support by taking the lead in attending City Council meetings and recording official proceedings and other designated functions, including evening sessions as required, or alternatively overseeing Code Enforcement hearings and related duties such as directing the preparation of agendas and minutes, coordinating with staff in scheduling hearings, ensuring proper issuance of public notices, and reviewing post-hearing correspondence; leads the preparation of draft and final agendas and draft minutes, ensuring accuracy, completeness, and compliance with legal and procedural requirements as part of the permanent public record; reviews and verifies all back-up materials and files related to current Council or other board agenda items to ensure they are properly accounted for and distributed in a timely manner; monitors and confirms the status of variance petitions and other items requiring Council action; takes the lead in drafting and reviewing correspondence, including letters and motions derived from minutes, and oversees the preparation of resolutions and ordinances to be transmitted to the Mayor with transmittal letters; ensures that all official documents are properly executed, including required signatures, stamps, numbering, and dating; and provides direction, training, and quality assurance to staff in the performance of these functions while maintaining thorough records and documentation in compliance with established legal and administrative procedures.

Takes the lead in coordinating or attending meetings of a variety of boards and committees, including City Council, the Community Redevelopment Agency, Code Enforcement, the Public Nuisance Abatement Board, and/or the Civil Service Board, and oversees the recording of their sessions and preparation of draft minutes; may provide coverage and leadership for additional board and committee meetings in the absence of assigned staff; leads the preparation and distribution of Notices of Hearings, written orders, and subpoenas pursuant to established procedures; oversees the preparation and processing of a wide variety of official records and legal documents, ensuring accuracy, compliance, and timely completion.

Provides guidance and training to new staff on established procedures and duties within the City Clerk’s Office as they relate to City Council; instructs staff in the preparation of draft and final agendas, minutes, correspondence, resolutions, and ordinances; demonstrates proper methods for recording official proceedings, verifying back-up materials, and ensuring accurate distribution of documents; trains staff on protocols for transmitting official actions to the Mayor and other entities; and reinforces compliance with legal, administrative, and recordkeeping standards to ensure consistency, accuracy, and efficiency in supporting City Council operations.

Performs related work as required, including assisting with special projects, supporting colleagues during peak workloads, providing coverage for staff absences, and carrying out additional assignments as directed.

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

Reasonable knowledge of: rules, regulations, procedures, and functions of the City Clerk’s office, as well as appropriate municipal, state, and federal codes, ordinances, resolutions, and regulations.

Ability to: search for, compile data and prepare reports from files and other sources; make decisions in accordance with laws, regulations and policy and apply these to work problems; rapidly acquire knowledge of administrative and procedural regulations and work independently on complex administrative matters; understand and carry out complex oral and written instructions; establish and maintain effective working relationships with public officials, employees and the general public and deal with public relations problems effectively, courteously, and tactfully; plan and schedule activities in the absence of the supervisor.

Skill in: taking and transcribing dictation; operating modern work processing equipment; use of a typewriter.