Deputy City Clerk – Mayor's Office

Under the general supervision of an immediate supervisor, the Deputy City Clerk plans and performs complex administrative and technical duties to assure smooth, timely, and efficient office operations for the City Clerks Office; acts as a confidential assistant to assigned supervisor. The Deputy City Clerk will act in the capacity of the City Clerk in her absence. This is a non-represented position.

A cover letter and resume must be attached to your on-line application to be considered complete. Please note you cannot attach these items to your application after it has been submitted.

Our Mission : To provide superior services that support a safe, inviting, healthy environment for our residents, businesses and guests.

All potential team members are evaluated on the following values:

Caring – We support the diverse community we serve with compassion, empathy and kindness.

Professional – We hold ourselves to the highest ethical standards and act with integrity and transparency. We are respectful and courteous with all.

Responsive – We are timely and effective in the delivery of great customer service. We continually strive to find innovative ways to improve.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Plans and performs complex administrative support and or office coordination duties which may include acting as a confidential assistant to the assigned supervisor; may provide support to the departments professional and technical staff as assigned; researching, composing, typing, editing, preparing and assembling correspondence, reports, announcements, memos, documents, and packets and related items requiring judgment as to content, accuracy and completeness; processing documents within established guidelines; May train, schedule and direct the duties of assigned office clerical personnel and complete or provide input for their performance evaluations.

Develops and maintains complex hard copy and computerized filing and record keeping systems.

Researches, analyzes and prepares information on a variety of topics to the public through media, community meetings and City literature; coordinate efforts with City departments and government agencies.

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.

Provides staff support and administrative assistance to boards and commissions as assigned; the Deputy City Clerk position may provide staff support to the City council; attends and records meetings and types meeting minutes; prepares reports, agenda, correspondence and other materials according to decisions and approved actions; May prepare and distribute public hearing notices and agendas.

Provides staff support to all aspects of managing and responding to public records requests.

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.

KNOWLEDGE, SKILLS AND ABILITIES:

KNOWLEDGE (position requirements at entry):

• Office administration, practices and procedures;
• Budget management;
• English usage, spelling, grammar and punctuation;
• Basic principles of research and report preparation; and
• Principles, practices, regulations and laws of field to which assigned.
• Processing requirements and procedures for public documents.

SKILLS (position requirements at entry):

• Using computers and related software including spreadsheets, word -processing and database applications;
• Using initiative and independent judgment within established procedural guidelines;
• Typing 60 wpm;
• Operating modern office equipment;
• Communicating effectively, both orally and in writing;
• Working effectively on several projects concurrently;
• Working with confidential information and data;
• Working independently and making decisions within broad guidelines;
• Applying departmental policies;
• Planning, prioritizing and completing assignments with minimal supervision;
• Working under pressure and adapting quickly to situations in a professional manner; and
• Establishing and maintaining effective working relationships with City officials, City employees, and the general public.

EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS:

TRAINING, EXPERIENCE AND LICENSING REQUIREMENTS (Position requirements at entry):

Two years of college level course work in business or related field and four years of administrative, clerical or office experience, including two years in related field 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 ID;
• Deputy City Clerk position requires Notary Public appointment within 3 months of hire and Certified Municipal Clerk designation is desired.

PHYSICAL ACTIVITY/REQUIREMENTS:

To perform the essential functions of the class, incumbents must be able to perform the physical activities listed on the Physical Checklist.