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HomeMy WebLinkAboutCity Clerk March 2025    City of Port Townsend Job Description City Clerk Classification title: City Clerk Working title: City Clerk Department: People & Performance Union: No FLSA status: Exempt Wage Classification: 622 Hours: Full Time Effective date: May 2022; March 2025 Reports to: Director of People & Performance Civil Service: No JOB SUMMARY Maintains a full and true record of every act and proceeding of the City Council. Records all ordinances, annexing thereto his/her certificate in the manner required by state law. Serves as custodian of the seal of the City and acknowledges the execution of all instruments by the City which require acknowledgement. Assures compliance with Open Public Meetings Act. Coordinates recruitment and maintains records for resident advisory committees. ESSENTIAL DUTIES AND RESPONSIBILITIES  Assists the City Council in the conduct of its meetings: recording and preparation of minutes, attending all City Council meetings, management and preparation of meeting agendas and packets.  Assures compliance with the Open Public Meetings Act, meeting notice requirements, public notice requirements, and legal notices.  Responsible for maintaining and updating the Port Townsend Municipal Code.  Prepares and publishes public notices of the City Council; publishes summaries or complete text of City ordinances.  Demonstrates a full understanding of applicable laws, policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the public; and provides information as appropriate.  Establishes and maintains effective working relationships with City employees, City Council, advisory board members, and the public; this position requires extensive contact with City Council, the City Manager, department directors, staff and the public.  Prepares agendas, packets and minutes for Council committees, resident advisory boards, and other meetings as required.  Prepares and maintains resident advisory board membership recruitment process and materials; tracks listings and terms; prepares memoranda for appointing authority regarding vacancies; designs and distributes new member packet and trains appointees. KNOWLEDGE, SKILLS AND ABILITIES  Knowledge of the Washington State Open Meetings Act, Municipal Code, and other rules and regulations governing the conduct of local government.  Thorough knowledge of principles and practices of public administration,  Thorough knowledge of the policies, functions and responsibilities of municipal government, particularly legislative procedures and rules of order.  Ability to analyze office and records management systems and develop alternative means to better     City Clerk  achieve organizational objectives.  High degree of organization, time and project management and ability to closely concentrate on detailed work for extended periods.  Strong sense of public service and purpose with an abiding respect for the democratic process and the authority of elected officials.  Communication and interpersonal skills, with the ability to interact with diverse groups of people.  Ability to maintain cooperative and effective working relationships with co-workers, peers, management and customers.  Flexibility to adapt to changing circumstances, such as shifting priorities, unexpected challenges, or variations in the workload, while maintaining composure and effectiveness  Ability to effectively and efficiently communicate with team members, managers, and other departments, both verbally and in writing, using tact, patience and courtesy to convey instructions, provide feedback, receive feedback, and resolve issues.  Ability to schedule, coordinate and monitor a variety of activities simultaneously, and under pressure.  Ability and willingness to attend evening meetings and to work extended hours when required.  Ability to maintain confidentiality of sensitive materials and information. QUALIFICATIONS Required  Minimum four years of experience in duties related to the responsibilities of the position.  Bachelor's degree in business administration, public administration, or any equivalent combination of education and experience which equips the applicant with the knowledge and skills required to perform the job.  Thorough knowledge of current office systems and procedures, including computer software and equipment. Well developed, effective writing skills.  Proven record of establishing and maintaining positive professional working relationships with elected officials, co-workers, and residents. Preferred  CMC or MMC Designation 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, and 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.     City Clerk  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.