Deputy City Clerk
Job in
University Place, Pierce County, Washington, 98467, USA
Listing for:
University Place, City of (WA)
Full Time
position
Listed on 2026-01-01
Job specializations:
-
Administrative/Clerical
Government Administration, Clerical
-
Government
Government Administration
Job Description & How to Apply Below
JOB SUMMARY
Under the direction of the City Clerk, performs a diverse range of clerical and administrative tasks of varying complexity in providing direct support to the City Clerk. Maintain City records and coordinate access between staff and the public. Assists the public and serves as the City Clerk in the absence of the City Clerk.
ESSENTIAL JOB FUNCTIONS
Acts as a resource for the maintenance of City-wide records management system, implementing procedures and policies to ensure City departments are adhering to established records management guidelines, records retention schedules that include a vital records protection plan. Organizes, indexes, and stores City-wide records.Receives and interprets public records requests for distribution and coordination between City staff and legal department; monitor response time and review response records for exemptions and disclosure in accordance with the WA State Public Records Act statutes. Collects fees in accordance with City fee schedules.Analyzes records management policies and procedures. Provides recommendation for improvements to ensure compliance with state and federal guidelines. Assists in the preparation and distribution of official City records.Transmits agenda/legal notices in compliance with the Open Public Meetings Act and updates the City’s webpage accordingly.Provides training regarding records management policies and procedures as needed.Maintains the Clerk’s Office webpage. Inputs and updates ordinances, resolutions, and minutes as adopted on the computer network and creates document links for legislative tracking. Assists in updating fee schedules and policies and procedures.Prepares and reviews City Council meeting agendas and packets. Prepares minutes for regular, study, and special Council meetings. Provides follow-up to departments and assures directed actions are carried out or resolved.In the absence of the City Clerk, serves as a back-up and attends regular and special meetings as well as workshops for the City Council.Serves as a back-up to Communications staff during the Council meetings.Oversee the City’s Advisory Commissions term expiration, vacancies and recruitment process. Coordinates interviews, appointment process and related webpage updates.Responds to citizen inquiries both on the phone, over email, and in person.Assists in overseeing the business licensing program.Responds with little or no notice to City emergencies and disasters and will likely work long and/or irregular hours during emergencies and disasters.Performs other duties as assigned.MINIMUM QUALIFICATIONS
Any combination equivalent to graduation from high school (or G.E.D.) supplemented by training in administrative practices, records management, or a related field, and three years of progressively responsible administrative, records maintenance, or business office management experience including public contact and customer relations experience.
Municipal Clerk certification highly desired.
NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:Municipal administration, intergovernmental relations and negotiations, and the principles and practices of management, supervision, and budgeting.Research techniques and proceduresOffice practices, procedures, and equipment.Functions, activities, and responsibilities of the City Clerk’s office.State and local laws and regulations regarding public records, elections, and public meetings.Record management systems, techniques, and technology.Structure and operation of state, county, and municipal governments.Parliamentary procedures.Applicable federal, state and local laws, codes, regulations, policies, and procedures.Ability to:Interact with the public in an effective, customer friendly manner and establish and maintain effective working relationships with City staff, public, and other organizations.Perform a diverse range of clerical and administrative tasks of varying complexity.Communicate effectively, both orally and in writing.Foster collaborative group process and efficiently use resources.Work independently and make appropriate decisions regarding work methods and priorities, while demonstrating a strong sense of personal ethics and professional judgment and discretion.Research and analyze complex problems and develop, recommend, and implement sound solutions.Show ability to quickly adjust priorities as new issues and/or assignments arise.Meet schedule and legal timelines.Show initiative in performing job functions.Direct and participate in the retention and maintenance of records, retrieval, organization, and destruction of official records and documents.Ability to maintain confidentiality of politically sensitive materials and information.#J-18808-Ljbffr
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