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Sammamish, WA
Full-Time - $85,440.00 - $116,931.00 Annually
FLSA: Exempt
Remote Employment: Flexible/Hybrid
Bargaining Unit: Non - represented
Department: City Manager
GENERAL PURPOSE
Plans, leads, and administers the activities of the City Clerk’s Office / function, fulfilling the statutory requirements of the position, and supporting the City Council and City Manager. Work involves the timely production of a variety of work order requests originating from the City Manager and City Council including but not limited to administrative activities, analysis, procedural matters, and public relations. Information and documents handled contain a broad scope of proprietary and confidential information.
ESSENTIAL FUNCTIONS
The essential functions listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
• Attends regular and special City Council meetings and maintains the council’s action item database and related information logs; performs follow-up meeting activities including the recording and publication of minutes and filing ordinances and resolutions on behalf of the council.
• Produces City Council agendas and electronic packets and prepares Council Chambers and Caucus Room for meetings.
• Administers the city’s official records management program and all related activities including but not limited to, ordinances, resolutions, agreements, minutes, correspondence, contracts, and warranties; coordinates with all departments to preserve and archive vital records.
• Oversees, maintains and reviews the electronic records management system, (ERMS) and ensures all electronic records are properly retained, disposed of and logged, or transferred to the State, for permanent retention.
• Processes affidavits of publication on ordinances and notices.
• Serves as the city’s liaison to King County regarding elections.
• Supervises issuance/approval of all municipal business licenses.
• Provides notary services and schedules training for other notary staff.
• Processes solicitors’ applications and issues permits.
• Coordinates the preparation of the City Clerk’s budget and monitors the approved department budgets; reviews and processes purchasing orders for the City Clerk’s office.
• Maintains custody and use of official seal of the city.
• Maintains records of appointments to city boards and commissions, coordinates the appointment process with the Mayor and staff liaisons, and updates membership rosters.
• Coordinates processing of public disclosure requests with the City Manager and City Attorney.
• Provides training to employees including, but not limited to, the agenda process and public disclosure policies.
• Maintains the municipal code comprehensive plan and arranges for supplements.
• Coordinates with the Contracts Unit, who process the City contracts. Assists with all Public Works bidding and project close out.
• Performs research for the City Manager.
• Presents to Council, Boards and Commissions, and other public meetings and represents the city at meetings and events; attends evening and/or weekend meetings and events based on organizational responsibilities and/or requirements.
• Establishes and maintains effective working relationships with those interacted with during work regardless of race, color, religious creed, national origin, ancestry, sex, sexual orientation, gender identity, age, genetic information, disability, political affiliation, military service, or diverse cultural and linguistic backgrounds.
SUPERVISION EXERCISED
• Reviews and evaluates work methods and procedures and meets with management staff to identify and resolve problems.
• Assesses and monitors workload; identifies opportunities for improvement and implements changes.
• Selects, trains, motivates, and evaluates employees; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline procedures per established policies, procedures, and executive guidance.
• Oversees and participates in the development and administration of the departmental budget; approves the forecast of funds needed for staffing, equipment, materials, and supplies; approves expenditures and implements budgetary adjustments as appropriate and necessary.
MINIMUM QUALIFICATIONS
Bachelor’s degree in business or public administration, or related field; supplemented by six (6) years in public sector office administration and records management, including three (3) years as Municipal Clerk or at the Deputy or Management Analyst/ Clerk level; or an equivalent combination of education, certification, training, and/or experience. In the process of obtaining a designation as a Certified Public Records Officer.
Employees must be residents of Washington State.
CERTIFICATIONS AND LICENSES
Designation as a Certified Municipal Clerk and licensed in Washington State as a Notary Public
• May be required to possess and maintain a valid Washington State Driver License and the ability to drive a city owned vehicle per established policies, procedures, and safety guidelines.
PREFERRED QUALIFICATIONS
Three (3) years as Municipal Clerk in the State of Washington and experience with a City Council / City Manager form of government; designation as a Certified Public Records Officer.
KNOWLEDGE OF
• A wide breadth of organizational and operational processes and the ability to relieve the City Manager of routine administrative tasks.
• Revised Code of Washington pertaining to the office of the City Clerk and ability to adhere to RCW and all regulatory agencies.
• Records management technology and digital archiving services and skill in implementing policies, procedures, and internal systems to ensure consistent compliancy regarding the management of public records.
SKILLS AND ABILITIES
• Skill in notetaking including the transcription of audio recordings.
• Skill in the use of Microsoft Office Suite and applicable department / organization specific software and ability to learn and become skilled in the use of other specialized software and online meeting platforms as may be required.
• Skill in clearly communicating and understanding information in English, both orally and in writing, and use professional composition, spelling, grammar, and punctuation.
• Skill in responsive and flexible handling of work assignments and prioritizing work to complete assignments accurately and timely.
• Skill in maintaining a customer service orientation and positive image of the city to the public, courteous and professional approach to exchanging information, adhering to strict confidentiality requirements.
• Ability to regularly attend work and arrive punctually for designated work schedule, including when working remotely per an approved hybrid schedule.
PHYSICAL REQUIREMENTS
Depending on functional area of assignment, tasks involve the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). Tasks may involve extended periods of time at a keyboard or workstation and extended periods of time standing and/or walking.
ENVIRONMENTAL REQUIREMENTS
Tasks are regularly performed inside without exposure to adverse environmental conditions (e.g., dirt, fumes, temperature, weather, and noise extremes).
SENSORY REQUIREMENTS
Some tasks require manual dexterity, in addition to visual and hearing acuity. Some tasks may involve identifying and distinguishing colors. Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally and in writing.
THE CITY OF SAMMAMISH IS AN EQUAL OPPORTUNITY EMPLOYER
In compliance with United States Equal Employment Opportunity guidelines and the Americans with Disabilities Act, this organization provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
The City of Sammamish is a safe, family-friendly suburb in the Seattle area. The community boasts amenities found in a much larger community, all while maintaining its small-town charm. Sammamish has quality neighborhoods, vibrant natural resources, high-quality schools, retail offerings, and an abundance of recreational opportunities.
As an employer, the City of Sammamish provides comprehensive medical, dental, vision, long-term disability, life insurance, and employee assistance program benefits through the AWC Employee Benefit Trust.
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