City Clerk Job Federal Way area,Washington USA,Administrative/Clerical

City Clerk job in Federal Way
Federal Way $ - $
Job reference #: 2500366

Employer:

City of Federal Way
Job category:
Clerk

Employment type:

Full time
Salary and benefits: $ - $

Location
County:
King
City:
Federal Way
Zip code: 98003

Description
Basic Function
Under the direction of the Mayor’s Office, act as the Clerk of the Council for all City Council meetings; prepare Council meeting agendas, materials, and official minutes. Track Council items coming through committees and back to the City Council; maintain an effective records retention schedule for all City records per State guidelines. Manage Citywide off-site records accounts and assist staff regarding archiving and retrieval of historical records.

Administer requests for public documents in accordance with the Public Disclosure Act. Serve as election liaison official, to King County.

Essential Duties and Responsibilities

Clerk of the Council:
Prepare and distribute agendas, meeting packets, public notices; setup meeting rooms for regular and special council meetings to include managing presentations involving direct contact and follow up with presenters; staff meetings and record proceeding; serve as parliamentary support; prepare meeting summaries; follow up and index Council actions.

Coordinate citizen advisory committee/commission interview and appointment processes and maintain appointment records.

Prepare and maintain proclamations, certificates, and administer oaths of office.

Maintain and distribute Council correspondence records.

Maintain and update council profiles, positions, and operating rules.

Manage and ensure timelines are met for noticing requirements of meetings and official business.

Schedule special meetings and study sessions as requested by elected officials, staff, outside agencies or the Mayor.

Provide other administrative and legislative support as requested by Council.

Records Management and Historian:
Consult with departments to design and implement a city-wide records management system for digital and printed records that are in multiple applications, formats, and contained in multiple storage medium. Design common filing structure and naming conventions, indexing and cross-index structure; establish records archive and destruction standards. Manage offsite records storage contract and coordinate their filing, retrieval, and destruction.

Serve as designated official for public disclosure requests. Coordinate and monitor the fulfillment of requests, and ensure compliance with state and local laws and regulations.

Maintain a variety of logs, indexes, and files related to licensing, ordinances, resolutions, claims, council action and others.

Safekeep the City seal and attest City documents.

Assemble and maintain City’s internal administrative policies and procedures.

Administrative Processes Support:
Coordinate the proper codification of City ordinances.

Coordinate administrative hearings; ensure timely delivery of reports; manage Hearing Examiner service contract.

Coordinate elections; perform voter registration tasks for the state of Washington; work with King County to coordinate City elections; provide information to citizens, candidates and staff relating to election issues; serve as filing officer for candidates.

Review and process Business License denial and revocation.

Department Management:
Select, train, supervise, schedule and evaluate the performance of assigned staff; hold staff accountable for performance of essential job duties, counsel, discipline and recommend termination as appropriate according to established guidelines; provide for training of staff to maintain knowledge of current practices and techniques.

Prepare and manage division budget consistent with Council and City’s goals.

Frequent contact with elected and appointed officials both within City and in other local governments, and with press and general public.

Provide general information about the City as requested.

Participate as a member of the Management Team.

Perform Notary Public duties as requested or required.

Maintain regular, reliable and punctual attendance.

Education and Experience
Any combination of education and experience equivalent to two (2) years of college level course work in business or public administration or related field, administration and five (5) or more years of records management including management of electronic/digital and paper/print record retention/preservation processes including two (2) years of progressively responsible administrative experience involving legal, governmental operations and records/information management; and one (1) year of supervisory experience.

Certification:
Certified Records Manager or Certified Archivist is desired.
Certified Municipal Clerk designation required.
Notary Public.

Knowledge and Abilities

Knowledge of state and local laws and regulations regarding public records, elections, voter registration and public meetings.

Theories, practices, and technologies on records classification, indexing, archiving, retrieval including…


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