Manager, Board Records

Working Title: Manager, Board Records

Location: 315 Court Street, Clearwater, FL 33756

To view a Recruitment Brochure, Click Here

This is a highly responsible leadership position involving managing the effective operation of the Clerk to the Board of County Commissioners (BCC) function performed by the Board Records Department. The Manager of Board Records serves as an ambassador for the Clerk’s organization representing the Clerk in the most professional manner. Considerable independent judgement and initiative is required.

The ideal candidate will be a candidate will be confident in decision making, basing his/her decisions on experience and a thorough knowledge of applicable laws, rules, regulations, policies and procedures. Should significant departures from adopted policies or procedures be required, they are made in consultation with a superior for final decision. Work is assigned in broad terms through conferences with the Assistant Director of Finance and Chief Deputy Director of Finance.

In addition, work involves advanced managerial and technical duties in connection with managing a team responsible for attending and recording official meetings, preparing official minutes and distributing documents for the major boards and committees of the County as directed by the Clerk of Circuit Court and Comptroller (Clerk). The Manager is responsible for overseeing the essential functions and staff of the department including the maintenance of the records of the official actions of the BCC and other county boards and commissions; overseeing the Value Adjustment Board (VAB) process, accepting applications and issuing various permits including dock, dredge and fill and home solicitation, and various other items. Technical skills are required to administer a variety of software applications including systems utilized for recording, minute taking and electronic voting.

Position Specific Qualifications

Experience – operational management experience in the field of records management or minute preparation for a government organization or major board that includes supervisory experience or training.

Education – degree in business, finance, accounting, public administration, journalism, communications or related field.

• 7 years of experience as described above; or
• Associate degree as described above and 5 years of experience as described above; or
• Bachelor’s degree as described above and 3 years of experience as described above; or
• Master’s degree as described above and 1 year of experience as described above.

Additional Requirements

• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.

Highly Desirable

• The ability to manage, train and motivate staff to peak performance is highly desired. The Manager will be expected to effectively collaborate with a variety of stakeholders including the public, board members, attorneys, elected officials, administrators, and a variety of colleagues and staff.
• Local travel is required.

Illustrative Tasks

• Manages, plans, assigns and reviews the work of staff performing various work in connection with recording meetings and preparing minutes for major boards and commissions, accounting for all documents from the proceedings, advertising public hearings, maintaining the record repository of BCC official actions and related work.
• Manages staff responsible for accepting applications and issuing various permits including dock, dredge and fill and home solicitation.
• Manages and coordinates all activities related to the Value Adjustment Board process including the scheduling of hearings and necessary communications with magistrates, citizens, officials and attorneys.
• Develops business case and requirements, coordinates testing and implementation and maintenance related activities for various software applications.
• Hires, trains and supervises personnel; evaluates and coaches subordinate staff on performance, composes and implements employee development plans and performance measures, manages employee schedules and time-keeping and administers compliance with Personnel Rules and Regulations.
• Ensures meeting minutes are accurate and timely, void of grammatical errors, and consistent with standards. Also responsible for reviewing documents for completeness prior to execution by the BCC and for the filing of ordinances with the State of Florida.
• Responsible for developing and maintaining department business plan including process improvement initiatives, budget, goals and procedures. Prepares professional reports required to meet external and internal requirements.
• Attests and certifies documents approved by the BCC.
• Performs research, prepares correspondences for inquiries of a complex nature regarding departmental operations and information and responds to public records requests as required.
• Performs related work as assigned or required.

Knowledge, Skills and Abilities

• Knowledge of applicable laws, rules, regulations, policies and procedures applicable to the Board Records Department.
• Knowledge of managerial best practices, sound customer service practices and procedures, business English, spelling and arithmetic.
• Skilled in composing minutes, typing accurately at a reasonable rate of speed, and reviewing minutes and documents for completeness and accuracy in order to facilitate the recording and transcription /summarization process.
• Ability to develop business cases and requirements, coordinate testing and implement and maintain related activities for various software applications.
• Ability to effectively manage employees including hiring, training, supervising personnel, as well as evaluating and coaching subordinate staff on performance.
• Ability to compose and implement employee development plans and performance measures, manage employee schedules and time-keeping and administer compliance with Personnel Rules and Regulations to subordinates.
• Ability to develop and maintain a department Continuity of Operations Plan (COOP) to insure business needs are met during an emergency.
• Ability to develop and maintain department business plan including process improvement initiatives, budget, goals and procedures.
• Ability to prepare professional reports and presentations.
• Ability to promote and maintain effective departmental and internal and public working relationships.
• Ability to express oneself clearly and concisely, orally and in writing and present a calm demeanor in complex or difficult situations.

#LI-JC1