Board Recorder

GENERAL DESCRIPTION OF POSITION

The board recorder is responsible for accurately documenting and maintaining official records of county commission meetings and Value Adjustment Board (VAB) hearings. This role ensures transparency, compliance, and accessibility of public records by preparing, organizing, and preserving meeting minutes and associated documentation.

ESSENTIAL JOB FUNCTIONS

The tasks listed below represent essential job functions and exclude the marginal functions of the position that are incidental to the performance of essential job duties. The Clerk may assign additional responsibilities related to the area of work as necessary or during a declared emergency.

• Attend county commission meetings and Value Adjustment Board hearings to create detailed, precise records.
• Provide backup support for hearings and meetings, ensuring continuity when the primary recorder is unavailable due to scheduled absences, breaks or other operational gaps.
• Prepare meeting minutes, ensuring clarity, accuracy, and compliance with legal and procedural requirements.
• Maintain records and archives in accordance with state laws and office policies.
• Assist in coordinating agendas, scheduling hearings, and distributing materials to relevant parties.
• Work collaboratively with board members, officials, and the Clerk of Courts office to ensure timely recordkeeping and publication of official documents.
• Respond to public inquiries regarding records, ensuring accessibility and adherence to legal guidelines.
• Utilize transcription equipment and recordkeeping software to enhance efficiency and accuracy.
• Verify quorum requirements and confirm the presence of necessary officials.
• Ensure recording equipment is operational and ready for meetings.
• Maintain logs of resolutions, ordinances, and actions taken during meetings.
• Edit and finalize meeting minutes for approval and official publication.
• Accept, process, and maintain petitions related to property tax adjustments.
• Schedule hearings and coordinate with special magistrates for petition reviews.
• Maintain accurate records of VAB decisions and rulings.
• Provide guidance to petitioners regarding procedures, deadlines, and requirements.
• Support training efforts, mentoring new hires and assisting in procedural improvements.

QUALIFICATIONS

Verifiable, related work experience may be substituted in lieu of postsecondary educational requirements if a candidate is otherwise qualified for the position. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of postsecondary educational requirements is authorized as follows:

• Graduation from high school or possession of an accredited equivalency diploma.
• Minimum of two (2) years of advanced experience in administrative support or records management required.
• Public speaking experience preferred.
• Previous experience working in a government or public sector environment is highly preferred.

ESSENTIAL SKILLS AND ABILITIES

• Ability to confidently present information in a formal setting, engaging effectively with elected officials, staff, and the public in live-streamed board meetings. Skilled in clearly articulating discussions and ensuring accurate documentation.
• Comfortable speaking on camera during live-streamed and recorded board meetings while maintaining composure and professionalism under public scrutiny.
• Strong ability to capture, document, and verify board meeting records with precision, ensuring accuracy and compliance with applicable regulations.
• Experience with board recording software and record management systems to maintain official documentation efficiently. Familiarity with Microsoft Office Suite (Word, Excel, Outlook) for administrative tasks.
• Ability to quickly assess discussions, interject when necessary for clarification, and ensure that official records accurately reflect proceedings.
• Proven ability to manage multiple tasks, prioritize responsibilities, and maintain meticulous records within set deadlines.
• Strong verbal and written communication skills to interact professionally with commissioners, county personnel, and external stakeholders.
• Ability to address inquiries and concerns professionally while fostering a positive and cooperative environment.
• Effective time management skills to handle various tasks and meet deadlines efficiently.
• Ability to handle sensitive and confidential information responsibly, ensuring compliance with applicable laws and ethical standards.
• Capacity to adjust to evolving procedures, regulations, and unexpected developments within board meetings.

PHYSICAL REQUIREMENTS

• Stationary Position: Ability to sit or stand for extended periods, especially during meetings, conferences, and desk work.
• Mobility: Capability to move around the office, attend meetings in different locations, and travel as required.
• Manual Dexterity: Use hands and fingers to operate a computer, office equipment, and other necessary tools.
• Visual and Auditory Skills: Adequate vision and hearing to read documents, view computer screens, and communicate effectively in person and via various communication platforms.
• Communication: Speak clearly and effectively, both in person and over the phone, to communicate with team members, stakeholders, and partners.
• Lifting and Carrying: Occasionally lift and carry materials, documents, or equipment weighing up to 20 pounds.
• Cognitive and Emotional Skills: Maintain focus, attention to detail, and emotional composure, particularly in high-pressure situations.
• Schedule and Work Hours: Ability to occasionally work early mornings, late evenings, or extended hours, to accommodate county commission meetings or Value Adjustment Board hearings.

Federal and state laws require an employer to attest in writing that all deputy clerks are legally authorized
to work in the United States. The Clerk is required to comply with E-Verify and Department of Revenue
reporting requirements. Deputy clerks are required to complete an I-9 form and produce documents
establishing both employment authorization and identity. The list of acceptable documents can be located
at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents - https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

The Clerk utilizes the Florida Department of Law Enforcement (FDLE) FCIC/NCIC network and other
resources to conduct background checks on applicants selected as potential new hires. Deputy clerks
are required to submit verification of identity and undergo LiveScan fingerprinting prior to their first day of
employment. Fingerprints will be submitted to National Rap Back and are retained at FDLE and the
Federal Bureau of Investigations (FBI) for the purpose of providing notice of any subsequent
modifications to a deputy clerk's criminal history records. Fingerprints are retained for the duration of the
deputy clerk's employment. The Clerk will no longer have access to records upon separation of
employment.

Deputy clerks are required to report any incident involving an arrest or notice to appear for any criminal
charge against themselves as soon as practically possible. Employability and continued employment of
a deputy clerk who has a criminal record is decided on a case-by-case basis. Per the FBI's CJIS Security
Policy (Section 5.12.1) and the FDLE Criminal Justice User Agreement (Section III), agencies are
required to properly vet individuals prior to granting access to unencrypted CJI or to physically secure
areas where CJI is handled, processed, or stored. Records are subject to CJIS Access Review by FDLE.

The Clerk of the Circuit Court and Comptroller's office (Clerk) is a Drug-Free Workplace. This policy is
established pursuant to the drug-free workplace program under Fla. Stat. §440.101-102. During the
course of employment, all deputy clerks may be required to submit to a drug test(s) to detect the presence
or absence of any drug, including alcohol, or its metabolites which, by way of this policy, are prohibited.
The reasons for tests conducted include, reasonable suspicion, follow-up testing, post-injury/accident
testing, and negative dilute retests.