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HomeMy WebLinkAboutDeputy City Clerk 2018 City of Port Townsend Job Description Deputy City Clerk Classification title: Deputy City Clerk Working title: Deputy City Clerk Department: Administration Union: No FLSA status: Non-exempt Wage Classification: Non-bargaining Hours: 40 Effective date: 4-25-18; rev. 5-22-18 Reports to: City Clerk Civil Service: No JOB SUMMARY Under the direction of the City Clerk, perform a variety of administrative and professional work in maintaining official records; providing administrative support to technical and professional staff, providing customer assistance to the public; and assisting in the administration of the standard operating policies and procedures of the City Clerk’s office. Attend regular day and evening meetings as required. Provide support to City Council and other Administrative team members. ESSENTIAL DUTIES AND RESPONSIBILITIES • Perform the City Clerk's duties in her/his absence. • Produce City Council and committee meeting agendas and packet materials under the direction of the City Clerk. • Use Granicus technology to record City Council meetings and study sessions and prepare minutes. Regular attendance at day or evening meetings will be required, work schedule may be flexible. Prepare agendas, packets and minutes for other meetings as required. • Use document imaging technology to prepare agenda packets; responsible for distribution of electronic and hard copy packets. • Process and maintain city ordinances, resolutions, minutes and meeting packet materials. • Design, prepare and maintain City Boards and Commissions membership recruitment process and materials; track listings and terms; prepare memoranda for appointing authority regarding vacancies; design and distribute new member packet for appointees. Receive minutes of Board and Commission meetings and disseminate according to city policy and procedure. • Assure that appropriate legal notice is given for all meetings of the City Council and boards and commissions. Prepare a weekly meetings update and distribute to press, council members and other interested parties. Responsible for legal notice of public hearings according to state law and compliance with Open Public Meetings Act requirements. • Maintain and manage official City records and public documents; oversee records retention practices; perform certification of City documents and record legal documents as required. • Design, implement and maintain administrative and legislative records. • Administer computer logs or data bases as required. • Routinely deal with confidential matters of high sensitivity; exercise sound judgment and thorough knowledge of city policies and procedures. • Under direction of the City Clerk and City Attorney, fulfill public information requests in accordance with state law. • Design forms and write and update departmental policies and procedures relating to the city's administrative offices. • Back up Administration reception desk and fill in for other administrative team members as needed. Deputy City Clerk 5-22-18 • Update municipal code books, oversee distribution of code updates. • Assist in coordinating logistics for council and committee meetings, public forums, open houses, etc. • Compose correspondence, conduct research as needed, respond to citizen requests, make appointments, schedule meetings. Assist with special projects and make arrangements for city events and functions. • Research records and obtain information from other offices and agencies as necessary to prepare reports for the city administration. • Remain current concerning issues, situations and conditions of special interest to the City Clerk. Actively pursue Certified Municipal Clerk and/or Master Municipal Clerk certifications. • Create, produce and edit correspondence and other written materials. • Work with electronic records management system, City web site, on-line documents. Coordinate with IT Department on improvements and innovations relating to technology supporting records management and public information. • Attend regular day and evening meetings as required. KNOWLEDGE, SKILLS AND ABILITIES • Knowledge of records management practices, including legal requirements for recording, retention and disclosure. • Knowledge of Washington open meetings and public records law. • Ability to create and edit documents with efficiency and speed. • Ability to adapt to new technologies. • Ability to function as an independent self-starter with little supervision. • Ability to work cooperatively with others as a member of the department team • Ability to prioritize work, mesh numerous assignments, cope with interruptions, last minute changes and deadlines. • Ability to work independently from general instructions and broad work expectations. • Well-developed interpersonal and communication skills, practical judgment, and a strong sense of public purpose and service. • Notary public designation is desirable. QUALIFICATIONS Required • Any combination equivalent to: five years office or administrative experience with increasing responsibility and two years post high school course work or two years work toward municipal clerk certification • Ideal candidate will have at least two years of public sector employment experience, excellent office skills and in depth experience in one or more of following areas: public administration, records management, legal assistance. Preferred • Knowledge of Washington public records and open meetings laws, municipal clerk certification, knowledge of electronic records systems such as Granicus and LaserFiche. Deputy City Clerk 5-22-18 WORKING CONDITIONS Duties are performed primarily in an office environment with sitting for long periods of time, utilizing standard office equipment and personal computer. The noise level in the work environment is usually moderately quiet. May be required to deal with upset customers. This position typically requires movement around the office, reaching, pushing, grasping, finger dexterity, hearing, seeing and repetitive motions. Exerting up to 50 pounds of force seldomly, up to 30 pounds of force occasionally, up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. OTHER CITY REQUIREMENTS • Punctual and consistent attendance • Possess a Washington Drivers License and maintain a driving record acceptable to the City’s insurance carrier. • Dress and grooming appropriate to the position. • Safety attire, equipment and practices appropriate to the position. • Deal tactfully and courteously with the public. • Establish and maintain effective working relationships with fellow employees The City of Port Townsend is an equal employment opportunity employer. The City employs, retains, promotes, disciplines and otherwise treats all employees and job applicants strictly on the basis of job- related qualifications and competence. These policies and all employment practices shall be applied without regard to any individual's sex, race, color, creed, religion, national origin, sexual orientation (including gender identity), pregnancy, age, marital status, military status, disability, genetic information, or any other characteristic protected by law. This job description in no way implies that these are the only duties to be performed. The employee occupying the position will be required to follow any other job-related instructions and to perform any other job related duties requested by their supervisors. This job description does not constitute an employment agreement between the City and the employee and is subject to change as the needs of the City and requirements of the job change.