Deputy City Clerk

Are you ready to play a key role in maintaining the integrity of vital city records and supporting the essential work of the City Clerk’s Office? As our Deputy City Clerk, you will provide professional administrative support, deliver exceptional service to the public and internal teams, and help ensure seamless operations within the department.


GENERAL PURPOSE
Deputy city clerk performs professional administrative work in support of the City Clerk and the Clerk’s Office. Maintains official City records; provides administrative support to Clerk’s Office staff, interacts frequently with the public, elected officials, and City departments; completes special projects; and assists with daily departmental operations. Work involves access to sensitive and confidential information and requires discretion. Performs the duties of the City Clerk in their absence. Work is performed under general supervision, with moderate latitude for the use of initiative and independent judgement. The position relies on experience and the interpretation of applicable policies and procedures to determine the appropriate course of action.The essential functions listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

• Assists the City Clerk with the accurate coding, indexing, and recording of ordinances; preparation and distribution of official ordinance notices; and recording of official City documents.
• Prepares, publishes, posts, and distributes legal notices in accordance with applicable legal requirements and established City policies and procedures.
• Provides official certifications and attestations on behalf of the City in City Clerk’s absence.
• Coordinates with the City Clerk in the preparation of council packets and receiving and distributing official city documents and satisfying requests for public records.
• Attends regular City Council meetings, prepares documents pre-meeting for signature, runs Zoom meetings and prepares meeting minutes. Processes approved documents after the meeting.
• Initiates and oversees the application process for all Board and Commissions vacancies. Facilitates candidate interviews and voting procedures during designated City Council meetings. Assists the City Clerk with developing and providing onboarding and ongoing training for Board and Commission members and staff liaisons on the Public Records Act (PRA), Open Public Meetings Act (OPMA), and related records management requirements.
• Assists the City Clerk with onboarding newly elected or appointed Councilmembers, including providing required training, resources, and guidance related to public records, records management, and applicable City policies and procedures.
• Prepares agenda bills, ordinances, and resolutions for approval.
• Assists the City Clerk with the City’s records management program, including implementation of records retention requirements and maintaining compliance with Washington State Archives records retention schedules.
• Assists the City Clerk with developing, coordinating, and providing Clerk’s Office training, including new employee onboarding on records management and Public Records Act (PRA) compliance; semi-annual all-staff PRA and records management training; agenda management software training for staff and individuals; and Web Content Accessibility Guidelines (WCAG/ADA) compliance training.
• Assists the City Clerk with coordinating litigation holds, records holds, and discovery requests to ensure the appropriate preservation and collection of City records.
• Assists the City Clerk with administering the offboarding of City staff, Councilmembers, and commissioners to ensure the identification, transfer, preservation, and appropriate retention of City public records prior to separation.
• Works in coordination with the Public Records Officer to support the timely processing and completion of public records requests in accordance with the Washington State Public Records Act (PRA) and City procedures. Assists with the organization, maintenance, and management of the City’s official records, including creating and maintaining electronic files, scanning and uploading records to appropriate systems, inventorying records, coordinating records storage and disposition, and ensuring compliance with applicable Washington State Archives retention schedules. Tracks records, requests, and items requiring response or action by City departments.
• Prepares and edits official City Council meeting minutes, agendas, notices, and meeting materials as assigned. Coordinates with City departments to track agenda items and ensure timely and accurate inclusion in City Council meeting packets.
• Prepares and reviews agenda bills for accuracy and formatting, making final edits of agenda materials.
• Maintains and coordinates a city-wide meeting calendar.
• Screens and responds to residents' requests and concerns, initiates actions in compliance with all policies, procedures, and guidelines.
• Notarizes documents for the city.
• May present to Council, Boards and Commissions, and other public meetings and represent the city at meetings and events;attends evening and/or weekend meetings and events based on organizational responsibilities and/or requirements.
• Establishes and maintains effective working relationships with those interacted with during work regardless of race, color, religious creed, national origin, ancestry, sex, sexual orientation, gender identity, age, genetic information, disability, political affiliation, military service, or diverse cultural and linguistic backgrounds.

SUPERVISION EXERCISED

• None.

MINIMUM QUALIFICATIONS
Bachelor’s degree in business or public administration, or related field; supplemented by one (1) year of public sector office administration and/or records management experience; or an equivalent combination of education, certification, training, and/or experience. Employees must be residents of Washington State.

CERTIFICATIONS AND LICENSES
Ability to obtain Washington State notary public license within six (6) months of employment. Regular progress toward obtaining a Certified Municipal Clerk (CMC) designation and Certified Public Records Officer designation. May be required to possess and maintain a valid Washington State Driver License and the ability to drive a city-owned vehicle per established policies, procedures, and safety guidelines.

PREFERRED QUALIFICATIONS
Two (2) consecutive years of work experience in a Municipal Clerk’s office in the State of Washington and experience with a City Council/City Manager form of government.

KNOWLEDGE OF

• Organizational and operational processes and the ability to support the City Clerk with administrative tasks.
• Municipal administration and general laws and codes applicable to local and state government.
• Public records administration, technology, and standard procedures and guidelines pertaining to such.

SKILLS AND ABILITIES

• Skill in notetaking, including production of meeting minutes.
• Skill in the use of Microsoft Office Suite and applicable department/organization-specific software and ability to learn and become skilled in the use of other specialized software and online meeting platforms as may be required.

• Skill in responsive and flexible handling of work assignments and prioritizing work to complete assignments accurately and timely.
• Skill in maintaining a customer service orientation and positive image of the city to the public, courteous and professional approach to exchanging information, and adhering to strict confidentiality requirements.

PHYSICAL REQUIREMENTS
Depending on functional area of assignment, tasks involve the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). Tasks may involve extended periods of time at a keyboard or workstation and extended periods of time standing and/or walking.

ENVIRONMENTAL REQUIREMENTS
Tasks are regularly performed inside without exposure to adverse environmental conditions (e.g., dirt, fumes, temperature, weather, and noise extremes).

SENSORY REQUIREMENTS
Some tasks require manual dexterity, in addition to visual and hearing acuity. Some tasks may involve identifying and distinguishing colors. Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally and in writing.