Deputy City Clerk - Public Disclosure job in Tukwila

OVERVIEW

The City of Tukwila is a dynamic suburb of Seattle, Washington with a population of 21,000 residents and a daytime population of more than 125,000 due to its strong retail, manufacturing, and industrial base. With more than 80 languages spoken in its schools, Tukwila is one of the most diverse communities in the region and home to Westfield Southcenter, the largest mall in the Pacific Northwest.

The Office of the City Clerk is the general information center for City business and includes the core municipal functions of Public Records, Public Meetings, and Public Access. The City Clerk is the City’s Public Records Officer and Records Governance Manager and is responsible for administration of the Citywide Records Governance Program and Document Imaging System. All contracts and agreements are reviewed and executed in the Clerk’s Office; all City legislation (ordinances and resolutions) undergo development, review and finalization under the guidance of the City Clerk’s staff; and the Tukwila Municipal Code is developed and published in the Clerk’s Office. Public records requests, bids, appeals, claims for damages, and litigation are received in the City Clerk’s Office, and the City Clerk is the liaison to King County for voter registration and elections. The City Clerk provides direction to staff on code and legal requirements related to City Council meetings.

DESCRIPTION

The Office of the City Clerk is seeking a Deputy City Clerk – Public Disclosure to oversee compliance with the Public Records Act under the general supervision of the City Clerk, and support the programmatic functions of the department as prescribed by State statutes, City ordinances, and policies. This position is a core member of a small, dynamic department within the Administrative Services Division and will be a key contributor to the City’s mission to provide superior services that support a safe, inviting, and healthy environment for our residents, businesses, and guests. This position will be responsible for managing the public records request function for the City and serve as a point of contact for all public records requests. This position will also plan and perform complex administrative and managerial duties including development of Citywide policies and programs to assure smooth, timely, and efficient departmental operations and Citywide functions. The Deputy City Clerk – Public Disclosure acts in the capacity of the City Clerk in their absence to provide oversight of Citywide programs and supervision of day-to-day operations of the Office of the City Clerk, including functionally overseeing other staff to include assigning work, making hiring and termination recommendations, and monitoring performance.

WORK SCHEDULE

The schedule for this position is traditionally Monday through Friday, 8:30 a.m. – 5:00 p.m., with flexibility needed to work late evenings and hours outside of a typical schedule on a regular basis.

After passing probation, work associated with this position may be performed in a hybrid work environment, with partial teleworking opportunities.

The position will remain open until Friday, May 3, 2024 at 5:00 p.m.

How To Apply:
Initial screening will be solely based on the contents and completeness of the "education" and "work experience" sections of your application in the Government Jobs website, along with your cover letter and resume. To be considered for this position you MUST apply online, complete the entire application and submit both a cover letter and resume.

The City of Tukwila is an equal opportunity employer and strives to employ a diverse workforce reflective of the community it serves. Qualified applicants with multicultural experience and/or backgrounds are strongly encouraged to apply.

This selection process may include but is not limited to evaluation of application materials and supplemental questions, testing, and interviewing. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request to Human Resources at, HumanResources@tukwilawa.gov.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage City responses to Public Records Requests; Provides City responses to requests made under the Public Records Act with expertise and discretion, under the direction of the City Clerk; Guides cross-departmental work activities; facilities complex coordinated response to a program that is often litigious; Reviews records for relevancy and identifies applicable exemptions to disclosure; Redacts sensitive information; Organizes and releases responsive records using various methods of delivery.
• Research, review, and analysis of public records program data; Assesses, develops, and maintains processes and tools; Compiles, standardizes, and performs calculations on, and quality control of, large sets of raw data for annual mandated reporting to the State; Determines key trends, patterns, and data-driven insights; Creates performance reports on program data; Summarizes results, outcomes, and interpretations of findings for internal stakeholders and provides recommendations to supervisors.
• Collaborate effectively with Citywide staff, the City Attorney’s Office, elected officials, and key stakeholders to identify and manage emerging issues, implement processes, and manage responses to Citywide Public Records Requests; Functions as Subject Matter Expert to provide a point of contact and support for staff.
• Develops and implements outreach, education, and training resources for internal stakeholders on compliance with the Public Records Act.
• Provides back-up support to the Deputy City Clerk - Legislative on the Council agenda program; Researches and develops legislation and policies as assigned; Staffing of City Council meetings and preparation of official record of Council proceedings.
• Fulfills statutory requirements for the position of City Clerk in their absence; may supervise union and non-union staff and oversee day-to-day operations and activities of division as assigned.
• Serves as a liaison between the immediate supervisor, other City positions and the public; responds to inquiries; applies departmental policies within established guidelines and refers as appropriate.
• May assist in budget preparation by collecting data and determining costs; may assist in managing accounting functions for a department including maintaining records of departmental expenditures, budget balances, payroll and operations.

JOB REQUIREMENTS (POSITION REQUIREMENTS AT ENTRY)

 Knowledge 

• General municipal operations or office administration, practices and procedures related to the field;
• Federal, state and local laws, policies and regulations pertaining to assigned programs, including the Open Public Meetings Act, Public Records Act, and Washington State Records Retention Schedules;
• Operational methods, principles, issues and service standards of assigned program;
• Supervisory theories, practices, and principles;
• Customer service techniques and team-building concepts;
• Project and budget management;
• Basic principles of research and report preparation; and
• Demonstrated proficiency in English usage, spelling, grammar and punctuation.

SKILLS

• Using computers and related software including spreadsheets, word-processing and database applications; Operation of modern office equipment; Typing 60 wpm or greater;
• Assigning, monitoring, and evaluating the work of others;
• Developing and implementing long and short range programs;
• Public speaking and facilitating meetings;
• Analyzing and complying with laws, codes, ordinances, and regulations;
• Researching and analyzing information;
• Program development and evaluation;
• Using initiative and independent judgment within established procedural guidelines;
• Planning, prioritizing and completing assignments with minimal supervision; Working effectively on several projects concurrently;
• Demonstrated experience working effectively with confidential information and data;
• Working under pressure and adapting quickly to situations in a professional manner; 
• Establishing and maintaining effective working relationships with City officials, City employees, and the general public;
• Strong attention to detail; and
• Demonstrated ability to adhere to strict deadlines.

EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS (at entry)

Bachelor’s degree in business, public administration, or related field; and two years of experience in the public sector; or an equivalent combination of education and experience to provide sufficient evidence of the successful performance of the essential elements of the job such as those listed above.

• A valid Washington State Driver’s License;
• Certified Public Records Officer (CPRO) designation or demonstrated progress toward obtaining CPRO designation;
• Requires Notary Public appointment within 3 months of hire;
• Certified Municipal Clerk designation or demonstrated progress toward obtaining CMC designation;
• Flexibility to work late evenings and hours outside of a typical schedule on a regular basis;
• 2+ years of previous experience as a Deputy City Clerk or similar role within a municipality (preferred); and
• 2+ years of previous experience leading, coaching, managing union and non-union staff (preferred).