City of Kenmore

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Job title: City of Kenmore – Limited Term Deputy Clerk/Executive Assistant

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Company: City of Kenmore

Job description: Summary

The City of Kenmore is seeking an energetic, collaborative, Deputy City Clerk, to provide high-level administrative support to the City Clerk and the Finance & Administration Director. This six-month limited term position supports the routine function of all OPMA-governed public meetings (primarily the City Council), and ensures proper recording, codification, archiving of public records. The position is the official cross-trained backup to the City Clerk. The ability to work some evenings is required. This position works closest with the City Clerk and the Finance and Administration Director. This position frequently interfaces with the City Council, and the internal Leadership Team. This position will report directly to the City Clerk. The City Clerk and the Deputy City Clerk/ Executive Assistant report directly to the Finance & Administration Director.

Because of the small number of City employees, each staff member is expected to perform a wide range of office and field duties as may be required from time to time. As a result, this position may be required to complete other duties and assignments to support the City and City Council’s priorities.

Essential Duties and Responsibilities

  • Serve as the official backup for the City Clerk during short and long-term leaves. Will serve as acting City Clerk for several months.
  • Assist in administering the statutory obligations of the City Clerk, including but not limited to developing and implementing a comprehensive records management system.
  • Assisting in serving as custodian of official records and archives of the City including codes, ordinances, resolutions, contracts, agreements, deeds, reports, and elections. Receives and certifies official documents.
  • Certifies official City documents as to authenticity for staff, other jurisdictions, or citizens, with appropriate verification. Attests the City Manager’s or the Council’s original signatures on official documents and applies the City Seal as appropriate.
  • Prepares, reviews, and edits the City Council meeting agendas, minutes, recollections, and action letters. Reviews the Council agenda and documentation packets, ensuring accuracy, completeness, and compliance with legal requirements.
  • In cooperation with the Public Records Officer, research City files, documents, archives, and other materials to provide information for public records requests in accordance with State law, City policies and best practices.
  • Under the direction of the WCIA delegate, or in the absence of the City Clerk, serves as the designated agent (KMC 2.15.010) for claims against the City for damages. Accepts and submits claim incident reports and transmits to third party insurers. Maintains claim records, monitors, and prepares reports of status, and closes files of completed actions.
  • Serves as the designated agent to the Washington Liquor and Cannabis Board, assists in responding to applications and issuing letters of non-Objection
  • Operate Council Chambers audio-visual equipment for the duration of all OPMA Public Meetings. Equipment may include microphones, system interfaces, laptops, workstation computers, and dais monitors, room lighting, etc. Note: A manual will be provided.
  • Provides official notification to the community for all public meetings and hearings, bids, and other official matters, and ensures legal advertising of notices.
  • Operate a Zoom Webinars and Meetings including proper recording, live streaming, enabling transcription, and monitoring the panelist/attendee pools.
  • Provide Co-Host meeting support (including production of minutes when needed) for the City Clerk at City Council meetings as well as meeting assistance for other governing bodies.
  • Ensures recording, audio and video technology used for City Council meetings is kept current and functioning properly. Sets up recording devices, microphones, computers as needed for City Council meetings.
  • Coordinate with City departments to prepare City Council packet materials for publication.
  • Completes special projects as assigned by the Finance & Administration Director or City Clerk.
  • Specifically assists with the following tasks as delegated by the City Clerk, Finance & Administration Director, or City Manager:
  • Publication of Council Agendas and Packets
  • Production of Council Minutes
  • Codification of Ordinances
  • Fulfillment of Public Records Requests
  • Monitoring shared ‘Contracts’ inbox
  • Issuing Public Hearing Notices and ensuring proper newspaper publication
  • Maintaining Ordinance, Resolution, Proclamation, Agenda Forecast, and Contracts tracking database
  • Issue contract, ordinance, and resolution numbers as needed
  • Assisting with website updates as needed
  • Drafting Ordinances, Resolutions, Proclamations, or Memoranda as needed
  • Stewarding records in the custody of the City Clerk Coding and submitting invoices
  • Participate in the Records Management Committee work (STORE)
  • Participation in the Website Committee
  • Participation in the Code Red Communications Group
  • Other administrative tasks as assigned

Knowledge, Skills and Abilities

Knowledge

  • Requires a working knowledge of the principles and practices of public administration for elected council operations, organization, and work processes.
  • Requires knowledge of the principles used in records management, including retention scheduling, archiving, storage, public access, and destruction.
  • Requires knowledge of laws, regulations, and codes applicable to the City Clerk’s areas of responsibility.
  • Requires knowledge of personal computer-based software programs that support this level of work, including but not limited to word processing, spreadsheet, web page editing, and data entry.
  • Requires knowledge of Robert’s Rules of Order and Parliamentary Procedure. Requires sufficient math skills to perform financial and statistical record keeping.
  • Requires excellent verbal and written communication skills, grammar, spelling, and punctuation to prepare professional correspondence.
  • Requires well-developed human relations skill to work cooperatively with diverse teams, assign work to others inside and outside the department, communicate to diverse audiences in public meetings, exercise patience when dealing with internal and external customers, and convey technical concepts.

Skills

Ability to demonstrate proficient skills in the following platforms/resources:

  • Microsoft Suite (Word, Excel, PowerPoint) for processing, email, spreadsheet, and other programs to produce content
  • Zoom Webinar/Meetings/Room Platform
  • Audio Visual Equipment
  • Adobe Acrobat
  • Set-Up of equipment for facility use
  • Printer and Scanner Equipment
  • YouTube Live-Streaming and Uploading

Ability to demonstrate proficiency in the following skills:

  • Ongoing effective communication with the City Clerk, Finance & Administration Director, department team, and all co-workers.
  • High attention to detail
  • Effectively communicate with the public
  • Excellent writing skills

Abilities

  • Ability to adjust to shifting work priorities
  • Ability to manage multiple tasks with frequent interruptions
  • Ability to communicate productively and professionally with all internal and external customers
  • Ability to properly organize workflow to meet varying workload demands

Physical Abilities

Requires the ability to function indoors in an office environment. Requires ability to sit for extended periods of time, to utilize computers and peripheral equipment, accomplish other desktop work. Requires the ability to use near vision to read printed materials. Requires auditory ability to conduct conversations in person and over the phone. Requires the ability to retrieve work materials from overhead, waist, and ground level files. Requires manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate, operate computer, and to operate other standardized office equipment, almost constantly requiring repetitive motions. Requires driving ability to transport oneself in and around Kenmore and King County in order to attend meetings or for work-related tasks.

Education and Experience

High school diploma or GED with additional courses or experience in office practices, administrative skills and computer software programs. Three (3) years of administrative experience supporting managers and/or executives, or any equivalent combination of education and experience which provides the applicant with knowledge, skills and abilities to perform the job.

Preferred Qualifications

  • Experience working with municipal government agency.
  • Familiarity with the Open Public Meetings Act and Public Record Act.

Licenses and Certificates

This position will be traveling to locations throughout the City of Kenmore/King County to perform your work, a valid Washington State Driver’s License with a good driving record is required. If you are selected for this position, you must provide a three (3) year driving record abstract prior to hire in order to drive a City vehicle.

Advantages for Working for the City of Kenmore

  • An opportunity for one to acquire or utilize their knowledge of municipal operations in this field
  • City offices are located in beautiful downtown Kenmore at the north end of Lake Washington
  • Free Parking

Other Items:

  • A background check may be required for this position
  • With the exception of sick leave, this is a non-benefited position

Work Schedule

Generally during City Hall business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m., but the position does require frequent participation in evening meetings and infrequent weekend work. This is a non-exempt position. Teleworking may be approved, if and when appropriate.

Hours of Work:

City Hall hours are 8:am-5 p.m.

This position might be eligible for a hybrid (on-site/remote) work arrangement following a successful training period.

This position is required to be available for evening hours to assist with City Council meetings, and meetings of other governing bodies as needed.

City Council: Meetings the 2nd, 3rd, and 4th Mondays of every month. Additional Special Meetings may be scheduled by the City Council as necessary.

Planning Commission: Meets 1st and 3rd Tuesday (as needed).

Working Conditions

Work is performed primarily indoors.

This job/class description, describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job.

Expected salary: $7750 per month

Location: Kenmore, WA

Job date: Sun, 17 Jul 2022 22:35:24 GMT

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