City Clerk

Salary : $97,752.00 - $126,252.00 Annually
Location : City of Snohomish
Job Type: Full-Time
Job Number:
Department: Human Resources
Opening Date: 03/12/2025
Closing Date: Continuous

Description
First Review of Applications: March 26th, 2025

Postion open until filled

The salary listed is steps 1 through 6. This includes the maximum earnings for the classifications with longevity (25+ years of service) . Per Washington State Pay Transparency Act. The hiring range is based on qualifications and is typically no higher than Step 3.

City Clerk Step Range (1-6) - $97,752 - $126,252 Annually

City Clerk Longevity Range (1-6) - $97,752 - $132,564 Annually
This position is appointed by the Mayor and is subject to confirmation by the City Council.

Attendance at evening meetings or other off-duty events is required and the incumbent may also be required to work adjusted shifts.
JOB SUMMARY

Your job in the department is to
Under administrative direction, directs, manages, supervises, and coordinates the programs and activities of the City Clerk's Office including attendance at City Council meetings, production of City Council minutes, preservation of record of actions taken by Council and coordination of City elections; oversees the maintenance of official City documents and records; coordinates assigned activities with other departments and outside agencies and provides highly responsible complex administrative support to the City Administrator, Mayor, and support to City Council. This position is appointed by the Mayor and is subject to confirmation by the City Council. Attendance at evening meetings or other events is required. The City Clerk has frequent contact with the City's elected officials, with state, county, and municipal officials, outside consultants, auditors, vendors and other business-related individuals or agencies. This role frequently works with the City's attorney on legal matters affecting the operations of the City and is confidential in nature.
Examples of Duties
DUTIES & RESPONSIBILITIES

Tasks listed are intended to be descriptive and not restrictive. An employee in this classification may perform any of the tasks listed; however, these examples do not include all the tasks which an employee may be expected to perform.
Indicate the frequency each function is performed (D=Daily, W=Weekly, M=Monthly, Q=Quarterly, AN=As Needed).

Estimate the distribution of total working time on an annual basis using percentages of not less than 5%. Total percentage of time must add up to 100%.
Number of Job Functions: 4

JOB FUNCTIONS

FREQUENCY

ANNUAL % OF TIME

Records Management
•  Oversees and manages the City's records including developing procedures for records management, retrieval and disposal; maintains, disposes, and preserves official City documents and records including resolutions, ordinances, deeds, Council minutes, agreements, and reports in accordance with legal requirements and associated timeframes; supervises the storage and protection of the City's permanent records.
•  Oversees and supervises all public records requests; notes and submits requests that need to be reviewed by the City Attorney before being fulfilled.
•  Oversees the codification and publication of the Municipal Code.
•  Composes and prepares memos, letters, reports and agendas; maintains a variety of reports, documents, and related information including affidavits of publication, passed resolutions and ordinances, and signed legal documents including contracts and interlocal agreements; attests to legal documents as necessary.
•  Serve as the internal subject matter expert for other departments to consult with on records management rules and procedures.
•  Manages solicitor applications and issues licenses. D

40%

City Council Liaison
•  Assumes management responsibility for all services and activities of the City Clerk's Office including attendance at City Council meetings, production of City Council minutes, preservation of record of actions taken by Council and coordination of City elections including audio/visual record proceedings ; and follow-up action items as necessary.
•  Supervises and coordinates the preparation of agendas and support material for City Council and other Boards & Commission meetings as needed.
•  Schedules and sets up meeting rooms and attends City Council and other meetings; takes roll; records meetings; prepares minutes; directs the preparation and dissemination of relative information to the appropriate parties as required by law.
•  Assists in preparation for special events including the annual Council Recognition Event for Board and Commission members.
•  Provides staff assistance to the City Administrator, Mayor and City Council; conducts a variety of organizational studies, investigations, and operational studies; researches documents; recommends modifications to City Clerk Office's programs and procedures as appropriate. W

40%

Department Support
•  Participates in the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommends and administers policies and procedures.
•  Monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; recommends, within City policy, appropriate service and staffing levels.
•  Plans, directs, coordinates, reviews, and participates in the work plan for the services of the City Clerk's office; assigns work activities, projects, and programs; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.
•  Participates in the development and administration of the Department's annual budget; participates in the forecast of funds needed for staffing, equipment, materials, and supplies; prepares department purchase orders; monitors and approves expenditures; implements adjustments.
•  Attends and participates in professional group meetings; stays abreast of new trends, innovations, and laws in the fields of records management and elections, and in the profession of City Clerk.
•  Assists with researching, compiling and assembling data and background materials for a variety of reports or information requests.
•   Provides support to Human Resources and Risk Management through cross-training and back up a s needed.
•  Must be able to provide support during emergency events. AN

10%

Customer Service & Interdepartmental
•  Prepares register and receives and opens formal bids for the City.
•  Coordinates and participates in activities related to municipal and special elections; serves as filing Officer for required forms and notices.
•  Actively support the vision, mission, values, and behavior statements of the department and the City.
•  Provides customer service to internal and external customers at the counter and on the phone, to inquiries from the staff, vendors, and the public; resolves complaints in an efficient and timely manner.
•  Serves as liaison for the City Clerk's Office with other City departments, divisions, and outside agencies; negotiates and resolves sensitive and controversial issues. AN

10%

SUPERVISORY RESPONSIBILITY

2 - Limited supervision and training of small numbers of workers. The nature of supervision is largely confined to scheduling work or assigning tasks. (team leads)

Typical Qualifications
MINIMUM QUALIFICATIONS
Indicate the MINIMUM educational level required and the number of years of relevant experience required to perform the duties of the position.

Minimum Education Level

2 - Associates and/or Professional Certification (if specific fields, list below)

Specifics: Equivalent to an associates degree from an accredited college or university with major course work in public administration, business administration, or a related field.
Minimum Experience Level

Two- Three years (if in specific skills/fields, list below)

Specifics: Three years' experience in performing responsible and complex administrative duties in a City Clerk's office.
Substitution Note: An equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skills and abilities to successfully perform the essential functions of the job will be considered.
Certifications

Other (list below)

Specifics:
Driver's License

Other vehicle credential required (list specifics below)

Specifics: Washington State Driver's License
Other Licenses

Professional License required (list below)

Specifics: Washington State Notary Public is required within 6 months of hire.
Desirable Qualifications: Certified Municipal Clerk (CMC) strongly desired.

Supplemental Information
KNOWLEDGE, SKILLS AND/OR ABILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The required knowledge, skills and/or abilities are listed below:

Knowledge of:
•  Operations, services, and activities of the City Clerk's Office.
•  Organization and function of City government click apply for full job details