City Clerk​/Confidential Executive Assistant

EQUITY STATEMENT

The City of Snoqualmie strives to be a diverse workforce that is representative of the community we serve. We value a variety of perspectives and life experiences and encourage people of all backgrounds to apply. Applicants are considered for employment without regard to race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, age, disability, veteran status, genetic information, or any other protected status under federal, state and local laws.

We believe diversity and inclusion among our teammates is critical to the success of our City operations.

An at-will management/professional that performs executive level assistance and confidential secretarial support duties to the Mayor and City Administrator as well as all duties of City Clerk as set forth in the Municipal Code in accordance with Washington State Law.

This position serves as the City’s records custodian. Work involves planning, organizing and initiating tasks under limited direction. Position works under the stress of continual public and inter-departmental contact and interruptions and the pressure to meet strict deadlines. Work requires considerable judgment and human relations skills as a routine part of the position. Prepares council agendas, agenda bills and the management of official City records;

administers the City’s record management program. Prepares agenda/packet materials for and can be required to attend Council/Committee/Commission meetings to record minutes. Incumbent must exercise considerable discretion in the protection of confidential information and administration of policies and procedures within guidelines set by the City.

• Provides confidential assistance to the City Administrator, Mayor and the City Council; research, collects and compiles data from and for other government resources as requested.
• Arranges and schedules meetings for the City Administrator and Mayor. Maintains a variety of calendars for the office advising the City Administrator and Mayor of calendar and meeting revisions. Maintains the daily appointment calendar for the City Administrator and Mayor.
• Composes and prepares correspondence and memoranda, based on limited content description or information; (conducts secondary research on special projects as required).
• Incumbent performs complex technical administrative functions, such as preparation of unique or original documents or correspondence, requisitions and purchases office supplies. Processes billings, purchase orders, and training and travel authorizations for the City Administrator, Mayor and City Council. Coordinates and maintains filing and records systems of the City Administrator’s office, including confidential personnel and correspondence files.
• Administers and coordinates the City’s records management program; public records requests, performs related tasks such as managing City records, including inventory, storage, electronic conversion, disposition, retention, and disposal, ensuring confidentiality where required.
• Oversees and coordinates agenda bills process.
• Maintains all records for the Council office, as well as the historical records for the City of Snoqualmie; serves as records custodian for all City Records.
• Prepares agenda packets and arranges packets for Council, Committees, and Commissions; records and prepares concise and accurate minutes of each meeting; prepares Agendas, Agenda Bills, Ordinances and Resolutions, and compiles necessary information for presentation for Council, Committees, and Commissions.
• Manages and publishes meeting notices and minutes of the Council meetings, as required by law.
• Oversees notices for potential Council quorum.
• Manages by‑laws, Articles of Incorporation, ordinances, or other legal instruments for the Council in the Clerk’s office.
• Routes and tracks council approved documents (i.e. resolutions, ordinances, contracts, agreements, etc.) to applicable department staff and/or agencies for full signatures. File original documents into records management system.
• Indexes and creates files and new file labels for all contracts, agreements, easements,…