The Office of the City Clerk records all City Ordinances, Resolutions, and Minutes of Council meetings and other City Boards. This office also facilitates the management, retention, and destruction of records as well as the management and preservation of historic documents in compliance with the Florida Sunshine Law.
The City Clerk is responsible for developing programs and procedures that support the policy direction of the City Council for management of the City’s public records. Responsibilities include attending City Council and Other City Board meetings and serving as official record keeper for the City. They will also oversee the maintenance of official City records including ordinances and resolutions, agendas and minutes. The City Clerk oversees the posting and advertising of public notice and meetings, prepare formal City Council meeting minutes, maintain and distribute the City Charter, and maintain historical archives.
The Office of the City Clerk is a repository for the historical government records of the City of Panama City Beach. It contains records created by various City departments over time, including maps, printed materials, photographs, electronic material, and audio/visual material. The City Clerk serves as the records management officer by ensuring the appropriate training, storage, and destruction of municipal records.
Job Functions & Responsibilities
The City Charter lists the following essential duties and responsibilities of the City Clerk:
Serves as ex-officio Clerk of the City Council, to wit
Gives notice of City Council meetings as required by law.
Attends all meetings of the City Council.
Records all proceedings of the City in a journal maintained for such purpose.
Establishes regulations and procedures for making official city records available to the public.
Serves as the official depository for the storage and maintenance of all ordinances, resolutions, motions, and documents of the City Council.
Serves as the official custodian of the City seal and of all official records, documents, and papers of the City.
Oversees and coordinates responses for public records requests.
Electronically posts adopted ordinances on the City’s website.
Countersigns checks, and attests to every City contract.
Accepts citizen petitions, notices of appeals, and fines and civil penalties.
Serves as the withholding and reporting agent of all sums withheld from City officers and employees.
Serves as secretary to the Water Safety Board.
Schedules hearings as may be necessary or required by City ordinance.
Performs such other duties as the City Council, Charter, or state law may require.
In addition to the essential duties and responsibilities, other tasks may be assigned.
Qualified candidates will have a bachelor’s degree from an accredited college or university with major coursework in Public Administration, Business Administration, or a related field. A Master's Degree is preferred. They will also have seven (7) to nine (9) years progressively responsible administrative support experience. Knowledge of pertinent federal, state and local ordinances, codes, and regulations related to public records and records management.
LICENCES & CERTIFICATIONS
Professional certifications, such as a Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) are highly desirable.
The most highly qualified candidates for consideration will be selected based on a combination of education, career experience, and accomplishments that best fits the needs of the City of Panama City Beach.
THE IDEAL CANDIDATE
The successful candidate will exemplify accountability, transparency, and commitment to work with Council, staff and the community to achieve the mission of the City which is to deliver quality City services and achieve prosperity for all members of our diverse, vibrant and historic community. They must have the ability to foster productive working relationships with all City Council members and City staff. Maintaining a culture of continuous improvement of processes including the area of customer service and community engagement is critical and having a foundation in ethics and leadership is important.
The City Clerk will understand the organization and functions of and the principles and practices of public administration and understand relevant laws, codes
and regulations, and election and council support functions. It is imperative to understand the City Clerk will adhere to best practices of related to record retention management and technologies pertinent to the Office. The City Clerk must comply with laws and regulations relating to the work performed by the Office of the City Clerk.
Ideal candidates must demonstrate strong leadership characteristics and must be confident, positive, creative, engaging, approachable, and have the ability to act as a coach and mentor to other City employees. Other desired characteristics include having a collaborative style, being detailed oriented and organized, innovative with the ability to foster a generation of new ideas and initiatives and possessing strong communication skills with the ability to present clear and concise messages and presentations.
Additional Salary Information: The salary will depend on experience and qualifications.
That said, it is expected that the new Clerk’s salary will likely fall somewhere between $50,000 and $82,000. The City will pay for talent and offers very generous benefits and an outstanding retirement package.These include annual and holiday leave; monthly cell phone allowance, five-year vesting for a defined benefit pension with a 3%service credit for each year of service, employee paid health and dental insurance, and a paid life insurance benefit.
About City of Panama City Beach
The City of Panama City Beach, with 340 full-time employees, is governed by a Mayor and four Council members. The Mayor and Council members are elected at-large but Council members must reside within the boundaries of the ward they represent. All serve staggered four-year terms with a limit of two terms.
The City has the following departments: Police, Fire, Public Works, Parks and Recreation, Utilities, Building and Planning, and Administration.
The City’s general fund budget is $47 million while the total budget is $119 million. The City’s four enterprise funds are Utility, the Pier, the Aquatic Center Fund, and the Community Redevelopment Agency (CRA) Fund.
The City’s utility department serves the entire island (not just the City), as a large portion of the island is un-incorporated Bay County. The City provides reuse water as well as potable. Residential trash pickup and animal control are provided by third parties.
Panama City Beach is one of the few cities and the largest city in Florida without a City ad valorem tax. Instead it relies on a business receipts tax amounting to 1% of gross sales by businesses within its boundaries. The business receipts tax comp...rises approximately one third of Panama City Beach’s annual general fund revenues.
The City Clerk is one of three charter officers hired by a majority vote of the City Council, along with the City Manager and the City Attorney.
The City is a growing community of almost 14,000 residents and offers a great quality of life with dozens of special events, great recreational facilities, a trail system and the world's most beautiful beaches.