MISSION STATEMENT

The City Clerk's Office is committed to serving the public by striving for excellence in preparation of minutes of meetings, providing complete and accurate information while preserving the records of the City, and maintaining a professional level of service in all phases of operation.

The City Clerk is a Charter Officer appointed by, and reports to, the City Council. As a Charter Officer, the City Clerk is part of the Administrative Branch of the City Council.

Responsibilities of the City Clerk:

*Supervises operation of the City Clerk's office as a Department Director.

*Is the official custodian of the Seal of the City and Attests to all official documents of the City.

*Is the official custodian of all public records.

*Is responsible for maintenance, retrieval, archiving, release, distribution, safety and over all management of documents (such as ordinances, resolutions, contracts, agreements, leases, deeds, Council minutes, Board/Committee minutes).

*Is responsible for all records management to ensure the proper retention, retrieval and destruction of records according to State legal requirements.

*Provides administrative support to the Mayor and City Council.

*Attends City Council meetings and reports action to City Departments and the public.

*Attends, records, and prepares official minutes of the proceedings of Council meetings through MinuteTraq.

*Coordinates placement of legal advertisements, public notices and mailings of legal notifications.

*Laser Fiche all records with retention over 10 years so they will be available on computer.

*Prepares Council monthly calendars.

*Provides liaison services for Council appointed boards and committees.

*Attends, records, and prepares minutes of the Council appointed boards and committee meetings.

*Maintains a list of all board and committee volunteer applications.

*Monitors all board and committee members' terms and announces vacancies to Council for appointment of new members.

*Coordinates Municipal election process with the Okaloosa County Supervisor of Elections.

*Prepares and monitors departmental and City Council budgets.

*Coordinates the 4th of July celebrations at Landing Park.

*Coordinates public record requests and conducts research in response to them.

*Coordinates annual update of the Code of Ordinances.

*Monitors financial disclosure statements and conflict of interest statements.

*Coordinates special City Council appointments.

*Assists and prepares resolutions, ordinances, and proclamation as needed.

*Interacts with various groups and individuals, including City Department Directors, City Employees, news media, City Attorney, City Council, Boards & Committees, governmental agencies, and the general public.

*Coordinates travel arrangements for Council and others.

*Coordinates with the Hurricane preparedness team in event of emergencies.