The Town Clerk oversees the Town Clerk's Department and serves as the official custodian of Town records. This role involves managing staff, resources, and the preservation of essential documents. The Town Clerk ensures the integrity and accessibility of public meetings and records while fulfilling statutory obligations, including election administration and compliance with public records, public noticing, and public meeting laws.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Oversees the preparation of Town Council meeting agendas and supporting materials. Coordinates and schedules Council meetings. Presents agenda items to the Council. Provides guidance on agenda procedures to internal and external parties. Attends Council meetings, workshops, and Community Redevelopment Agency meetings, prepares and reviews meeting minutes, accurately records official meeting minutes, and maintains a comprehensive index of meeting records.

Serves as the Town’s official records keeper, and the official custodian of the Town’s records and seal. Collaborates with departments to ensure proper records retention, legal advertising, and public records requests. Develops and implements policies and procedures for record management, including retention and disposal. Ensures compliance with federal and state public records laws and regulations. Receives and opens sealed bids. Oversees the management of confidential and legal documentation. Coordinates with departments to ensure proper record retention and public access.

Coordinates daily work activities; organizes, prioritizes, and assigns work; monitors status of work in progress and inspects completed work; consults with and coaches assigned staff, assists with complex/problem situations, and provides technical expertise and leadership; develops the professional capabilities of staff to serve the needs of the Town organization.

Provides guidance to Town departments on Town Council procedures, public records, and related procedural and legislative matters. Resolves inquiries and complaints, conducts research, and implements solutions. Manages and develops staff through supervision, performance evaluation, coaching, counseling, and disciplinary action as needed. Oversees the department's financial management, including budget development and administration, financial analysis,

Serves as the Town’s Records Management Liaison Officer (RMLO) with the State. Manages public records requests in compliance with Chapter 119, including document retrieval, review, and release. Responds to subpoenas and ensures legal compliance in collaboration with Town Attorney. Provides public and legal notices, and offers public and staff guidance on records management.

Maintains the official Town Code and coordinates codification of Ordinances process, prepares certification for the Town as required on legal documents and other records requiring such certification; seals and attests by signature to ordinances, resolutions, and contracts, easements, deeds, bonds, or other documents requiring Town certification.

Administers and supervises the municipal elections process including serving as the Town Qualifying Officer, hires poll workers, prepares ballots and advertisements, secures polling locations, coordinates election results, and ensures the integrity of the election process. Coordinates with the Supervisor of Elections in regards to the placement of voting equipment, polling places, and submission of required documents, including financial reporting. Manages the process of compiling, submitting, and filing necessary legal election documentation with federal and state agencies while maintaining compliance with election laws.

Administers or coordinates the oath of office to public officials, including the Town Council and public safety personnel.

Oversees and implements Town wide training regarding public records management, Sunshine Law, public meeting procedures, and agenda management system for employees.

Coordinates the recruitment, selection, and appointment process for all board and committee member appointments.

Serves as the Town’s Organization Coordinator for the Florida Department of Ethics Electronic Financial Management System for the annual filing of financial disclosure statements for all board/council members. Monitors State of Florida Reporting including the annual financial disclosure statements, Minority and Disability Reporting, Records Compliance Statements, lobbyist registration, and other state required reporting. Prepares and maintains all voting conflict-of-interest forms for Council.

Oversees and coordinates compliance for Palm Beach County Code of Ethics for Elected Officials and Board and Committee Members.

Drafts proclamations as requested by the Town departments and/or Town Council.

Prepare resolutions, ordinances, agreements, and other documents within the scope of the Clerk’s office for review by the Town Attorney and Town Manager.

Reviews, assigns, completes, processes, forwards or retains documentation as appropriate. Operates a computer to enter, retrieve, review or modify data; utilizes word processing, spreadsheet, database, desktop publishing, records management, calendar, e-mail, Internet, or other software programs. Oversees maintenance of departmental files and other departmental records. Communicates with Town officials, employees, volunteers, other departments, managers, supervisors, applicants, attorneys, the public, the media, state and federal agencies, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give and receive advice and direction.

Maintains a comprehensive, current knowledge of applicable laws/regulations related to the municipal Clerk field; maintains an awareness of new and proposed laws, benefits, trends, and advances in the profession; reads professional literature; maintains professional affiliations; attends conferences, workshops, and training sessions as appropriate. Ensures confidentiality of employee and departmental issues and documentation.

Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, or processing incoming/outgoing mail.

Performs other related duties as required.

• Bachelor’s degree in business administration, public administration or a closely related field.
• Six (6) years of experience and/or training that includes Clerk’s Office operations, management of official records, municipal office administration, budget administration, and supervision of staff; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Must be certified as a Notary Public by the State of Florida.
• Possession and maintenance of valid Certified Municipal Clerk certification is preferred.
• A valid Florida driver’s license is required. For application purposes, a valid driver’s license from any state (equivalent to a State of Florida Class E) may be utilized; with the ability to obtain the State of Florida driver’s license within thirty (30) days from the date of employment.

Leadership Aptitude: Requires the ability to lead and manage change within the organization to meet the strategic goals for the Town of Jupiter. Creates buy-in, models the way, and encourages positive contributions, attitudes and investment in those they lead.

Data Utilization: Requires the ability to coordinate, manage, and/or correlate data. Includes exercising judgment in determining time, place, and/or sequence of operations, referencing data analyses to determine necessity for revision of organizational components, and in the formulation of operational strategy.

Human Interaction: Requires the ability to function in a managerial capacity for a division or organizational unit. Includes the ability to make decisions on procedural and technical levels.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data, and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, and ratios; may include ability to calculate surface areas, volumes, weights, and measures.

Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the direction, control and planning of an entire program or set of programs.

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

Town of Jupiter, Florida is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.