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Administrative Coordinator I

Salary

$45,739.20 - $45,760.00 Annually

Location

Boynton Beach, FL

Job Type

Full Time

Job Number

20250512

Department

City Clerk

Division

Administrative Services

Opening Date

05/12/2025

Closing Date

5/18/2025 11:59 PM Eastern

FLSA

Non-Exempt

+ Description

+ Benefits

+ Questions

Purpose of Classification

The purpose of this classification is to perform specialized, moderately complex clerical work in support of the areas of responsibility of the City Clerk. Position coordinates response to records requests; updates records; scans, files and/or forwards official City documents; prepares and reviews City Commission agenda items; assists the public with City business; maintains tracking logs and schedules; assists with municipal election preparation; writes minutes for public meetings as assigned; and performs various other administrative duties in support of the City Clerk's office.

The City of Boynton Beach, Florida, is an Equal Opportunity Employer (EEO) and Affirmative Action Employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Personnel Rules, Collective Bargaining Agreements, or bona fide occupational qualifications).

Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if he/she has a physical or mental impairment that substantially limits a major life activity. The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Boynton Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability.

Essential Functions

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions 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.

Scans, files, and maintains all official documents approved by the City Commission, including City Ordinances, Resolutions, and any associated agreements.

Maintains tracking log of agreements for signature and creates transmittal letters for each signature.

Forwards various documents to the Palm Beach County Clerk and Comptroller for recording, such as liens, abandonments, and annexations; and receives and reconciles Palm Beach County Recording Statements.

Attends and records advisory board meetings as assigned; records minutes of meetings using digital recording equipment; transcribes and types minutes of board meetings; reviews City Codes, Ordinances, and other legal documents as required to prepare board minutes; submits draft minutes for review and approval; edits and prints final minutes; copies and distributes minutes to board members, City officials, and staff; and assists with updating board attendance.

Performs and coordinates lien searches through a third-party provider, and processes related billing.

Updates planning and zoning folders, including Affidavits of Mailing and legal advertisements.

Assists with processing public records requests in the GovQA system, including receiving, logging, and distributing public records requests to appropriate department(s) for completion; following up as necessary to expedite completion of requested information from department(s); and returning requested public records information to originator.

Intakes solicitation permit applications, forwards to the City's Police Department for approval, and prepares approved solicitation permits.

Files Recording of Easements and Abandonments with the appropriate government office or with private entities as required.

Assists in the sale of cemetery lots and mausoleum space; processes cemetery work orders; interacts directly with the public, cemetery sexton, and funeral directors; and maintains cemetery records.

Makes modifications to the City Clerk's web page to update and keep current.

Sorts incoming mail for the City; posts outgoing mail; ensures adequate postage is maintained; and submits requisitions to purchase additional postage when needed.

Prepares Certification of City of Boynton Beach documents when needed.

Maintains election poll worker information and voting data.

Serves as City Clerk liaison for all ITS and Facility Management matters.

Assists with preparation and submission of purchase orders and requisitions for the City Clerk's office.

Answers and screens incoming telephone calls as the department's main answering point.

Operates office equipment, including telephone, typewriter, computer, copier, and postage machine.

ADDITIONAL FUNCTIONS

Maintains copiers with toner and paper.

Assists the City Clerk and Deputy City Clerk with projects as assigned.

Performs other related duties as assigned or required.

Minimum Qualifications

+ High school diploma or valid equivalent; and

+ Two (2) years of progressively responsible experience that includes related office and administrative work in records management, transcription, clerical support, and/or the processing of invoices.

+ Possess a Notary Public certification or obtain Notary Public certification within twelve (12) months of hire.

PREFERRED QUALIFICATIONS

Minimum Qualifications for education and experience must be metbeforeconsideration of the following Preferred Qualifications:

+ Associate's degree from an accredited college or university .

+ One (1) year of previous experience within a municipal clerk's office or municipal government setting.

Supplemental Information

Effectively communicates with supervisor, employees, other departments, contractors, engineers, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Accurately and expeditiously receives and delivers messages and information to the appropriate individuals.

Ability to prepare accurate and thorough written records and reports.

Ability to understand and follow oral and written instructions, and complete assigned tasks with minimal supervisory direction.

Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of City programs, organization, operations, and specialized terminology relating to department functions.

Knowledge of standard office practices and procedures.

Knowledge of the various types of records.

Knowledge of terminology, policies, and procedures associated with public documents.

Knowledge of, and the ability to correctly use business English, grammar, punctuation, and spelling in performance of duties.

Knowledge of requirements for placing legal advertisements.

Skill in providing excellent customer service to the public and to other City employees.

Skill in prioritizing competing demands to ensure work is completed in a timely manner.

Skill in following complex oral and written instructions, policies, and procedures.

Skill in using general office equipment such as telephone, facsimile, scanner, copiers, and postage machines.

Skill in recording, retrieving, and verifying information.

Ability to operate a personal computer, including word processing software, e-mail, routine spreadsheet applications, electronic calendaring, and other job-related computer software.

Ability to establish effective working relationships with supervisors, co-workers, other department personnel, the public, and with all contacts from outside agencies.

Ability to provide polite, helpful, and courteous service when engaged in any activity with the public, City employees, and City officials.

Ability to communicate effectively with others both orally and in writing.

Ability to understand and transcribe meeting discussions.

Full-time employees (those regularly scheduled to work at least 30 hours per week) are eligible for the City's benefit package.

The City of Boynton Beach's comprehensive benefits package includes:

• Student Loan Forgiveness

• Health Insurance

• Dental Insurance

• Vision Care Plan

• Basic Term Life Insurance

• Supplemental Life Insurance

• Dependent Life Insurance

• Accidental Death and

Dismemberment Insurance

• City Pension Plan

• Short Term Disability and other Supplemental Plans

• Long Term Disability Insurance

• Employee Assistance Program

• 457 Savings Plan (three options)

• Paid Annual Leave / Vacation

• Bonus Vacation Hours

• 12 Paid Holidays

• Paid Sick Leave / Family Sick Leave

• Educational Assistance Program *(Depending on budget funding)

• On-site Training Program

• Wellness Program

• Pre-Paid Legal and Identity Theft Protection Plans

• Credit Union

• Tax Deferred 125 Premium Plan

• Flexible Spending Account

• Direct Deposit

• Social Security

Student Loan Forgiveness

Let your City of Boynton Beach employment work for you! Under the U.S. Department of Education’s Public Service Loan Forgiveness (PSLF) program, your student loan balance may be forgiven after you have made 120 qualifying monthly payments while working full-time with a governmental agency. Visit StudentAid.gov/publicservice for more information or to see if you qualify.

Health Insurance

The City pays the entire premium for an eligible employee. The employee may elect to cover a spouse and/or dependent children by paying the applicable premium for the dependent(s).

Dental Insurance

Premiums for eligible employees are paid by the City. Premiums for any covered dependent are paid by the employee with a contribution by the City.

Vision Care Plan

Premiums for eligible employees are paid by the City. Premiums for any covered dependent(s) are paid by the employee.

Life Insurance / Accidental Death and Dismemberment Insurance

The City provides each eligible employee with term life and accidental death insurance.

Supplemental Life Insurance / Supplemental AD&D Insurance

Employees may purchase supplemental term life insurance on an individual-choice basis with premiums based on age. A matching amount of Accidental Death insurance may also be purchased.

Dependent Life Insurance

Employees who select supplemental coverage for themselves may also purchase coverage for their spouse and dependent children.

City Retirement / Pension Plans

The City has pension plans for general employees, police, and firefighters. Each plan is contributory with both the employee and the City contributing to the program.

Supplemental Plans

Supplemental plans provide direct cash payments regardless of any other coverage you may have, and are designed to help fill in any gaps in a medical plan. The employee pays the premiums for these supplemental plans.

Short and Long Term Disability

The City provides Short and Long Term Disability insurance to eligible employees. The plan is designed to cover a disability sustained on or off the job.

Employee Assistance Program (EAP)

The City contracts with an employee assistance program (EAP) to provide employees and their dependents with free, confidential and professional counseling to help resolve personal or family problems.

Deferred Compensation Plans (457 Plans)

The City makes available three deferred compensation plans that the employee may voluntarily contribute to on a tax-deferred basis.

Vacation

All full-time employees accrue time toward paid vacation leave. Accrual begins immediately and vacation may be taken after six months of employment.

Holidays

The City observes12 paid holidays throughout the year.

Sick Leave / Family Sick Leave

Full-time employees accrue one day of sick leave per month. An employee may elect to use up to 5 days per year of accrued sick time for illness in his/her immediate family.

Tuition Assistance*(Depending on available budget funding)

The Tuition Assistance Program reimburses eligible employees for successful completion of approved courses leading to Associate, Bachelor and Master degrees.

Wellness Program

The City offers many wellness activities and programs throughout the year.

Prepaid Legal Services and Identity Theft Protection Plan

Employees may choose to enroll in a prepaid legal service plan and an identity theft protection plan. The employee pays the premiums for these plans.

CreditUnion

All City employees may join the Credit Union of Palm Beach County. In addition to savings and checking accounts, the Credit Union offers different types of loans, investment choices and recreational opportunities.

Section 125 Plan for Health and Dental Premium

Section 125 of the Internal Revenue code allows you to have your dependent coverage premiums deducted before payroll taxes are withheld resulting in tax savings to you.

Flexible Spending Accounts

Employees may participate in flexible spending accounts for reimbursement of medical and/or dependent care expenses.

Direct Deposit

Employees may have their bi-weekly paycheck deposited to the financial institution of their choice.

01

Do you have two (2) years of progressively responsible experience that includes related office and administrative work in records management, transcription, clerical support, and/or the processing of invoices ?

+ Yes

+ No

02

Do you possess a Notary Public certification or obtain Notary Public certification within twelve (12) months of hire.

+ Yes

+ No

Required Question

Employer

City of Boynton Beach

Address

100 E. Ocean Ave

City Hall - Human Resources

Boynton Beach, Florida, 33435

Phone

5617426275

5617426275

Website

http://www.boynton-beach.org

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