Deputy City Clerk

Salary : $61,075.00 - $85,505.00 Annually
Location : Fife, WA
Job Type: Full-Time, Regular
Job Number: 1
Department: Executive Department
Division: City Clerk's Office
Opening Date: 01/23/2025
Closing Date: 1/23/:59 PM Pacific

POSITION DESCRIPTION

This position performs a full range of highly responsible, confidential and complex administrative and technical duties using a substantial amount of tact, independence, judgement and initiative; actions can have a significant effect upon city operations and/or public relations. The Deputy City Clerk will support the City Clerk in areas such as records management and storage of City records, managing responses to public records requests, preparing meeting agendas and preparing minutes of meetings for City Council, boards and commissions and department directors. The position serves as the Acting City Clerk in his/her absence. This position will also provide administrative and confidential support to the Executive Department.

ESSENTIAL DUTIES
•  Manage responses to public records requests and collaborate with city employees in the compilation of responsive records.
•  Maintain official documents of the City, including but not limited to, legislative minutes, ordinances, resolutions and contracts.
•  Collaborate with the City Clerk to implement and coordinate projects, programs, software applications, policies and procedures.
•  Compose and/or take dictation, transcribe, review, and proofread a variety of confidential correspondence, memoranda, reports, contracts, legal documents, and other documents.
•  Assist with preparation of the City Council agenda packets, including preparing and coordinating material from city departments; respond to questions from the public regarding actions of the City Council.
•  Research and analyze administrative issues; compile data for administrative and public reports.
•  Provide administrative support for a variety of committees, boards, and commissions.
•  Provide confidential administrative support for Executive Department as needed Provide follow-up to departments to aid in directed actions being carried out.
•  Attend meetings of the City Council as needed; attend city board and commission meetings as needed.
•  Assists with the publication, recording, distribution, indexing, and retention of City Council proceedings, legal notices, advertisement for bids and other notices, public hearings, special meetings and agendas.
•  Assists with the maintenance of the Fife Municipal Code.
•  Assist with the city's records management program and collaborates with departments city-wide regarding shared records.
•  Maintain controls for storage, retrieval, tracking, and filing of active and inactive records; ensure records are maintained and destroyed in accordance with the Local Government Common Records Retention Schedule.
•  Provide consultation to departments regarding requirements of proper records storage, maintenance and response to requests for records.
•  Accounts Payable duties include coding expenditures in accordance to the state's budgetary accounting reporting system, reviewing for accuracy and proper approval; performing data entry; processing reports; maintaining vendor information and documentation including yearly tax reporting.
•  Function as the City Clerk in the Clerk's absence.
•  Provides proactive customer support for City Hall.
•  Assist citizens and business with business licensing processes.
•  Following-up on Council actions and directives.
•  Maintain records of appointments to all committees, boards and elected positions.
•  All other related duties as requested. EDUCATION, EXPERIENCE & OTHER REQUIREMENTS

SUPERVISION
Works directly under the supervision of the City Clerk.

KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:
•  Modern governmental principles and practices, including but not limited to, city clerk functions, records management, records retention, public disclosure, accounts payable, office administration, and meeting organization.
•  Applicable municipal, state, federal statutes, ordinances, codes and regulations, including Washington State Open Public Meetings Act and Public Records Act.
•  State and local laws and regulations regarding public records management and public disclosure.
•  Archival procedures for document cataloging, indexing, and retrieval.
•  Municipal organization, structure, policies, procedures, practices and objectives.
•  Research and analytical methods and practices.
•  Records management systems, techniques, technology.
•  Correct English usage, spelling, grammar, and punctuation, including principles of business letter writing and report preparation. Ability to:
•  Work Evening or variable hours to attend meetings as requested.
•  Read, analyze, and interpret various items such as technical documents, financial reports, legal documents, operating and procedure manuals, general business periodicals, professional journals, government regulation.
•  Define problems, collect data, establish facts, and draw valid conclusions; apply common sense understanding to solve practical problems.
•  Communicate technical information, both verbally and in writing to the Mayor, City Manager, City Council, and the public in a non-technical manner that facilitates understanding and decision-making.
•  Establish and maintain trust, confidence, and effective working relationships with subordinates, the City Manager, department directors, other city officials, and the general public; effectively interact with tact, patience and courtesy.
•  Demonstrate positive and effective interaction and communication with individuals of diverse social and economic backgrounds.
•  Communicate effectively, orally and in writing, including the ability to listen effectively and to explain complex issues and applicable legal requirements, policies, and procedures to internal and external customers.
•  Take and transcribe minutes at various public meetings.
•  Maintain complex record keeping system.
•  Interpret and apply federal, state and local policies, laws and regulations.
•  Operate basic office machines such as typewriter, fax, postage, and copy machines.
•  Operate personal computer, including word processing, spreadsheet, and database software applications.
•  Maintain confidentiality of business records, data, personnel records and other information.
•  Perform several tasks simultaneously while maintaining accuracy of information and meeting deadlines.
•  Work through detailed problems and maintain substantial attention to detail.
•  Be cross-trained and to assist other positions within the classification as directed.
•  Direct and participate in the retention, retrieval, organization, and destruction of official records and documents. EDUCATION AND EXPERIENCE
A combination of the experience, education, and training listed below which provides an equivalent background to perform the work of this position.
High school diploma or equivalent and five years of executive-level business office experience in a municipal, state, or higher education environment.

Special/Preferred Qualificiations:
•  Valid Washington State Driver's License is required.
•  Must be bondable.
•  Working knowledge of the Washington State Public Records Act and Washington State records retention requirements.
•  Possession of, or ability to obtain, a Municipal Clerk Certification.
•  Possession of, or ability to obtain a Public Records Officer certification (CPRO)
•  Records Management Certification.
•  Municipal Clerk or paralegal experience. PHYSICAL DEMANDS AND WORK ENVIRONMENT
Office setting and environment.
Constant Interruptions.
Hearing and speaking in English to exchange information.
Seeing to read a variety of materials.
Dexterity of hands and fingers to operate a computer keyboard or other office equipment.
Bending at the waist, kneeling or crouching to file materials.
Reaching overhead, above the shoulders or horizontally to file materials.
Lifting, carrying, pushing or pulling moderately heavy objects up to 25 pounds.
Climbing step stools to store or retrieve records.
Sit or stand for extended periods of time.
Union Status: Non-Represented
FLSA Status: Exempt
Salary Range: Confidential Administrative 2
Adopted:
Last Revised: 8/8/2018
The statements contained herein reflect general details as necessary to describe the principal functions for the job, the level of knowledge, skill and ability typically required and the scope of responsibility, but should not be considered an all inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods, or to balance the workload.
The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Class specifications are only intended to represent a descriptive summary of the range of duties and responsibilities associated with specific positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum . click apply for full job details