6TO:
CITY OF SOUTH MIAMI
INTER-OFFICE MEMORANDUM
Hon. Mayor, Vice Mayor
and Commissioners
Date: June 18,2013
FROM: Thomas F. Pepe, City Attorney
Maria M. Menendez, City Clerk
Agenda Item # ~
RESOLUTION:
A Resolution relating to the creation of the position of Deputy City Clerk
I; appointing Lidia Fernandez as Deputy Clerk I.
REMARKS:
Lidia Fernandez has been with the City of South Miami since 1980, faithfully
serving the City as a Records Clerk in the Planning and Zoning Department. Ms.
Fernandez's experience handling records, coupled with her proven customer service
skills will be of great benefit for the City Clerk's Office.
As the official custodian of the City'S records, the City Clerk is excited with the
expectation of adding Ms. Fernandez to her staff. Ms. Fernandez will continue to assist
customers for information requested from the vast list of properties recorded in microfilm
which has been under her supervision and care for many years. In addition, Ms.
Fernandez will be assisting the City Clerk in the area of records in general.
It is important to indicate that the certification of Ms. Fernandez will be optional.
There is no provision anywhere (Charter or Code) requiring the certification of the city
clerk and/or deputy.
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RESOLUTION NO. -------
A Resolution relating to the creation of the position of Deputy City Clerk
I; appointing Lidia Fernandez as Deputy Clerk 1.
WHEREAS, Sec. 2-15 of the City of South Miami Code of Ordinances provides
that the records department be directed by the city clerk; and
WHEREAS, furthermore, Sec. 2-15 (f) provides that the city clerk shall act as the
records management liaison officer (RMLO) of the City; and
WHEREAS, the staff in the City Clerk's office currently consists of the position
of a City Clerk and a Deputy City Clerk II; and, .
WHEREAS, Lidia Fernandez has held the position of Records Clerk in the
Planning and Zoning Department for over thirty years where she has served the City as
an efficient and highly reliable employee; and,
WHEREAS, the accumulated experience in the field that Ms. Fernandez will be
bringing to the City Clerk's Office will be of great benefit to the department; and
WHEREAS, timing is of the essence for the approval of this resolution in order to
reflect the transfer of Ms. Fernandez from the Planning and Zoning Department to the
Clerk's Office, on the FY 2013-2014 budget.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA; THAT
Section 1. The City Commission hereby appoints Lidia Fernandez for the
position of Deputy Clerk I, provided that she meets the job description requirements
attached to this resolution.
Section2 The position of Deputy Clerk I is hereby created for the purpose of
budgeting for Lidia Fernandez.
Section 3. The City Manager and the CFO are hereby requested to reflect the
new position of Deputy City Clerk I on the FY 2013-2014 budget, with a
recommendation on a salary range for the Deputy Clerk I position.
Section 4 Ms. Fernandez will commence the position immediately upon
approval of this resolution.
Section 5 This resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED this _ day of ____ , 2013 .
Additions shown by underlining and deletions shown by overstriking.
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ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM
LANGUAGE, LEGALITY AND EXECUTION:
CITY ATTORNEY
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APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Liebman:
Commissioner Newman:
Commissioner Harris:
Commissioner Welsh:
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CITY OF SOUTH MIAMI
JOB DESCRIPTION
..
uthMiami
.~
'11iP
Job Title: Deputy City Clerk I
Reports to: City Clerk
Department: City Clerk
FLSA Status: Exempt
JOB SUMMARY:
Administrative and specialized clerical work involving moderately complex and varied work
methods and procedures in records management for the City of South Miami. Employee is
responsible for the maintenance of all records, plans, and department documents.
SUPERVISION RECEIVEDIEXERCISED:
Receives direct supervision from City Clerk. Expected to independently perform routine work in
accordance with standard practices and/or procedures with nominal direction. Subject to
occasional check of work in progress; work is reviewed upon completion. Exercises no
supervisory authority.
ESSENTIAL FUNCTIONS:
A Maintains records retention schedule in accordance with Florida Statute.
A Microfilms, indexes, and stores departmental records.
A Maintains. all property files.
A Conducts all internal and external property research as requested by City employees and
the public.
A Receives, processes and responds to all Public Records Requests under Florida Statute
119 directed to the city.
A Prepares and maintains general departmental files.
A Assists in preparation of City Commission agendas
A Responds to general questions and concerns from City officials and the general public.
ADDITIONAL RESPONSIBILITIES:
A Provides general assistance to City Clerk as requested.
A Performs routine clerical and administrative tasks as assigned .
A Other related duties and responsibilities as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
A Ability to understand and carry out oral and written instructions.
A Proficiency in use of computer equipment.
A Ability to maintain and prepare clerical records and reports.
A Ability to make minor decisions in accordance with laws, ordinances, regulations, and
established policies.
A Excellent customer service skills.
Revised 06/11/2013 Page 1 of2
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TRAINING AND EXPERIENCE:
.&. High School Diploma or GED required .
.&. Five (5) years of related clerical and administrative experience required .
.&. An equivalent combination of training and experience which indicates an ability to
perform the essential functions of the position.
PHYSICAL AND ENVIRONMENTAL REQUIREMENTS:
.&. Ability to lift and/or carry objects up to 15 lbs .
.&. Reaching and/or stretching required .
.&. Climbing or balancing occasionally required .
.&. Vision, with or without correction, required.
Revised 5/10/2012 Page 20f2