Commission Clerk job in Seattle
Vacancy has expired
Employer: | Port of Seattle |
Job category: | Executive/City Manager/Administrator |
Employment type: | - |
Location | |
County: | King |
City: | Seattle |
Map: | Seattle, WA, USA (Show on map) |
Description | |
PURPOSE: This position facilitates transparency and accountability for the Port of Seattle Commission’s policy development and enactment at the Port of Seattle by playing a critical role in the Commission's record of actions, rules of procedure, and internal structures. It manages all aspects of legally required public meetings of the commission; creates, distributes, preserves, and catalogs the record of commission actions; and serves as the commission's resident expert on committee and policy structure, procedural rules, and the commission's general delegation of authority to the Port’s Executive Director. The Commission Clerk enables and facilitates the Port Commission’s legally constituted public meetings – including authorization of contract executions and other actions in a manner defensible to state auditors and public scrutiny. ESSENTIAL FUNCTIONS: POLICY CONSULTATION: Applies public records and open meeting rules to policy review and edits text for clarity and transparency. Drafts governance materials for Commission consideration, including updates to bylaws and the Port’s General Delegation of Authority and Responsibility to the Executive Director. Advises staff, executives, and elected officials on applying governance rules to deliberative policy-making activities. MINUTES AND AGENDAS: Consults with the commission president, executives, managers, and administrative professionals to draft agendas of commission public meetings and publishes required legal notices. Composes meeting minutes of the port commission and its committees for approval. Minutes of commission meetings will be prepared for review and approval by the commission within 30 days of the meeting, and must be concise, complete, and correct. Minutes are summary in nature, focusing on actions taken and significant direction and clarification sought by the board. REVIEW OTHER MEETING MATERIALS: The clerk reviews staff-submitted agenda memos and presentations prior to publication to ensure they are relevant, complete, and transparent. Reviews and edits policy drafts and related committee charters, noting alignment with the Commission’s record of past action and considering Commission policy-making protocols and internal structures. This position facilitates deadline compliance by developing tools and guidance to help others produce required records. SUPERVISION: Oversees and directs the work of the Deputy Commission Clerk and Commission Staff Assistant. This includes supervision, performance evaluation, coaching, and development of staff. The deputy clerk operates with independent judgment and performs the duties of the clerk in the clerk's absence. STRATEGIC PLANNING: Leading a multidisciplinary team of staff who are not direct reports and who may include executives and administrative professionals, collaborates to manage and develop strategies to improve delivery of records content related to commission authorization of staff actions (the commission agenda memo submittal process). Develops strategies for improving delivery of a wide range of records content related to commission actions and provides tools to create, distribute, and index this content. . RECORDS MANAGEMENT: Coordinates lifecycle management (creation, distribution, retention, and disposition) of records of the Office of the Commission consistent with legal requirements and best practices. Familiarity with public agency retention schedules and port records procedures is essential. Managing public records transparently requires providing meeting resources and records content proactively to a broad audience, such as by advance online posting. Accessibility of commission meeting records is considered a measure of government transparency, and the completeness of these records reflects on staff and commission accountability. MEETING SUPPORT: The commission clerk is responsible for facilitating the smooth execution of commission public meetings. The position manages meeting preparation, including distribution of legal notice, meeting room set-up, and calendar scheduling of meetings for participants. KNOWLEDGE, SKILLS & ABILITIES: This position requires knowledge of the Washington Open Public Meetings Act, Washington Public Records Act, Washington records preservation and destruction statutes (records retention requirements), statutes concerning operation of Washington port districts, Port of Seattle policies and procedures, port commission bylaws, commission committee charters, parliamentary practice (Roberts Rules of Order, Newly Revised), and generally accepted records management principles. Knowledge of commission and port-wide policy interests, organization, policies and procedures, and operations is necessary to the successful performance of this position. The position requires excellent analytical, organizational, and problem-solving skills, with emphasis on implications, alternatives, and definitive follow-through. Excellent customer service skills and the ability to communicate positively with diverse work groups and individuals are necessary. The ability to engage staff in improvement of commission meeting processes and preparation of reliable, high-quality meeting documentation is essential. The ability to understand the relationship between the commission’s committee structures and procedural rules and specific policy proposals is critical to this position’s successfully linking port policy efforts and the enactment framework that validates them. Failure to adhere consistently to processes might invalidate policy decisions or result in conflicting concurrent policy guidance. QUALIFICATIONS:
EEO Statement The Port of Seattle is an equal opportunity and affirmative action employer that values diverse perspectives and life experiences. We encourages people of all backgrounds to apply, knowing decisions concerning the employment relationship will be made without regard to age, race, ethnicity, color, religion, creed, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, marital status, citizenship status, veteran status, the presence of any physical or mental disability, or any other status or characteristic protected by federal, state, or local law, regulations and ordinances.
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