Deputy City Clerk

at (City of Lake Stevens)
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Description

About City of Lake Stevens
Lake Stevens is a vibrant and growing community - the second fastest-growing city in Snohomish County - with a population of over 35,000 and plans for annexation in early 2021, which would make us the 4th largest city in the county.Lake Stevens is generally a residential community with access to numerous commercial, retail and recreational opportunities. Of course, the crown jewel of the community is the lake itself, which boasts some of the greatest water recreational opportunities in the county. Lake Stevens is also uniquely situated, being close to the lake, ocean, and Cascade mountains, to take advantage of many outdoor activities. The Lake Stevens Schools are excellent and, coupled with a city priority of parks and increased walkability, makes Lake Stevens an ideal place to raise a family.

The City of Lake Stevens operates under the mayor-council system. The city’s motto, “One Community Around the Lake”, embodies our quality of life, top-ranked school district, and the City Council’s commitment to providing excellent services and amenities for its residents.

Why City of Lake Stevens?

  • Work-Life Balance – We are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits each individuals’ lifestyle.
  • Flexible Work Schedules – The city offers a variety of work schedules to include potential hybrid/remote work dependent on meeting business necessities and supervisor approval.
  • Plan For Your Future – The City of Lake Stevens offers a comprehensive benefits package that includes a variety of healthcare options. Employees also have their choice of state retirement programs, and much more. Go to our Benefits page for more information.

Position Purpose
This position performs duties as a Deputy City Clerk 75 % of the time and serves as an Executive Assistant to the Mayor, City Council and City Administrator 25% of the time. This position performs a full range of highly responsible, confidential, and complex administrative and technical duties using a substantial amount of tact, independence, judgement, and initiative.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Essential duties and responsibilities may include, but are not limited to, the following: 

  • Composes and/or take dictation, transcribes, reviews, and proofreads a variety of correspondence, memoranda, reports, contracts, legal documents, and other documents.
  • Researches and analyzes administrative issues; compiles data for administrative and public reports.
  • Provides administrative support to council, committees, boards, and departments of the City as assigned.
  • Maintains a highly cooperative, positive working relationship with the City Clerk, City Administrator and Mayor.  Establishes and maintain effective working relationships with City Councilmembers, department directors and others within the organization, the public, and representatives of other jurisdictions, the community and general public, and with other agencies.
  • Exercises independent judgment to research and prepare administrative reports, correspondence, arrange meetings and appointments, and other official material.
  • Maintains regular, predictable and reliable attendance.

Essential duties specific to Deputy City Clerk:

  • Collaborates with the City Clerk to implement and coordinate projects, programs, software applications, policies, and procedures.
  • Assists with preparation of the City Council agenda packets, including preparing and coordinating material from city departments; responds to questions from the public regarding actions of the City Council.
  • Coordinates responses to public records requests under the guidance of the City Clerk and collaborates with city employees in the compilation of responsive records.
  • Assists with review of a variety of legal documents, such as deeds, easements, annexation covenants for completion of all processes.
  • Assists with the publication, recording, distribution, indexing and retention of City Council proceedings, legal notices, advertisement for bids and other notices.
  • Assists with the maintenance of the Lake Stevens Municipal Code.
  • Maintains controls for storage, retrieval, tracking and filing of active and inactive records; assures records are maintained and destroyed in accordance with the Local Government Common Records Retention Schedule.
  • Provides consultation to departments regarding requirements of proper records storage, maintenance and response to requests for records.
  • Serves as liaison to city boards and commissions as assigned.

Essential Duties specific to Executive Assistant:

  • Provides confidential administrative support to the Mayor and City Administrator, exercising considerable discretion in the protection and release of confidential information; maintains extreme confidentiality and handle confidential information discreetly and appropriately.
  • Respond to public inquiries and prepare correspondence on behalf of the Mayor, City Administrator and City Council.
  • Ensures that the City Administrator, Mayor, and City Council are kept up to date on meeting times, locations, agendas, and items of importance so that the city can be properly represented.
  • Assists the City Administrator and City Clerk with projects and activities that might include working or coordinating with the Mayor, Council members, administrative staff, citizens, and other officials.
  • Meets with the City Administrator and Mayor as often as is necessary to keep well everyone informed of the status and results of assigned projects and tasks.

PERIPHERAL DUTIES

  • Functions as the City Clerk in the Clerk’s absence.
  • Attends meetings of the City Council as needed; attends city board and commission meetings as needed.
  • Performs other duties as assigned.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:
Please see the job description and below for position specific physical requirements and typical working conditions.  The physical demands and work environment characteristics described in the attached form and below are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disability to perform the essential functions.

While performing the duties of this job, the incumbent is regularly required to use hands to finger, handle, or feel; talk; and hear. The incumbent frequently is required to sit for extended periods of time and type on a keyboard for extended periods of time. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close, distance, color, and peripheral vision; depth perception; and the ability to adjust focus.

Work is performed in a typical office environment subject to working outside of normal working hours to meet critical timelines or to provide support in department emergency response events.  While performing the duties of this position, the incumbent is subject to multiple interruptions by telephones and walk-ins by employees, elected officials and citizens; may be exposed to individuals who are irate or hostile.  The noise level in the work environment is usually moderate.
Typical business office machinery and equipment include, but not limited to, personal computer including database program, spreadsheet and word processing software, printer, telephone, scanning equipment, fax machine, copy machine, calculator and projector.

Evening or variable hours to attend meetings will be required.

QUALIFICATIONS:

Education, Training and Experience Guidelines

Education:     Associates degree in business administration, public administration, office management,  or related field; and

Experience:   Minimum of two (2) years in office operations including direct public contact and maintenance of official documents and records; Municipal or government experience preferred.

Or:                  Any combination of education and experience, which provides the applicant with the desired skills, knowledge and ability required to perform the job, may be substituted for these qualifications.  Examples of these skills include:

Knowledge of:

  • Modern governmental principles and practices including but not limited to City Clerk functions, records management, records retention, office administration, and meeting organization.
  • Applicable municipal, state, federal statutes, ordinances, codes and regulations, including Washington State Open Public Meetings Act.
  • Lean Management System or Six Sigma principles.
  • State and local laws and regulations regarding public records management.
  • Archival procedures for document cataloging, indexing, and retrieval.
  • Municipal organization, structure, policies, procedures, practices and objectives.
  • Research and analytical methods and practices.
  • Records management systems, techniques, technology.
  • Correct English usage, spelling, grammar, and punctuation, including principles of business letter writing and report preparation.

 
Ability to: 

  • Read, analyze, and interpret various items such as technical documents, legal documents, operating and procedure manuals, general business periodicals, professional journals, government regulation.
  • Define problems, collect data, establish facts, and draw valid conclusions; apply common sense understanding to solve practical problems.
  • Apply lean or six sigma principles to continuously improve processes, procedures and implement change management.
  • Communicate technical information, both verbally and in writing to the City Clerk, Mayor, City Administrator, City Council, and the public in a non-technical manner that facilitates understanding and decision-making.
  • Establish and maintain trust, confidence, and effective working relationships with subordinates, other city officials, and the general public; effectively interact with tact, patience, and courtesy.
  • Demonstrate positive and effective interaction and communication with individuals of diverse social and economic backgrounds.
  • Take and transcribe minutes at various public meetings.
  • Maintain a complex record keeping system.
  • Interpret and apply federal, state and local policies, laws and regulations.
  • Operate basic office machines such as typewriter, fax, postage, and copy machines.
  • Operate personal computer, including word processing, spreadsheet, and database software applications.
  • Maintain confidentiality of business records and other information.
  • Perform several tasks simultaneously while maintaining accuracy of information and meeting deadlines.

LICENSE OR CERTIFICATE REQUIREMENTS:

  • Valid driver’s license and a driving record which meets the city’s requirements. Must be able to obtain State of Washington driver’s license within 30 days of hire.
  • Municipal Clerk Certification is desired.
  • Public Notary Certification is desired.
  • Records Management Certification is desired.
  • Successful completion of position-relevant background check.

This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

SUPPLEMENTAL INFORMATION:
How to Apply
Applications for this recruitment will be accepted electronically. Your relevant experience may be evaluated to determine salary. Therefore, it is very important that the “Work Experience” portion of the application be completed in as much detail as possible.In order to be considered for this opportunity, please include the following with your online application: 

  • An attached resume outlining (in reverse chronological order) your experience to date.
  • An attached cover letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role.
  • Contact details for a minimum three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. This information can be entered in the “References” section of the online application; does not require an additional attachment.

The City of Lake Stevens is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran’s status, disability, or any other basis prohibited by federal, state or local law.

There are no limitations to who's a best fit to serve this community. If we contact you for an interview and you need specific accommodations, please let us know.  We're happy to make the arrangements. We’ll need to know ten (10) days in advance to make sure we get you situated, so call Human Resources at (425) 622-9400 or email HR@lakestevenswa.gov.   You're also welcome to mail your request to City of Lake Stevens Human Resources, P.O. Box 257, Lake Stevens, WA 98258.

 

APPLICATIONS MAY BE FILED ONLINE AT:
http://www.lakestevenswa.govP.O. Box 257
Lake Stevens, WA 98258
425-622-9420

hr@lakestevenswa.gov Position #2021-00017
DEPUTY CITY CLERK
AW

1812 Main Street, Lake Stevens Full-time
Government
Snohomish County Only This job is either located or can be performed in Snohomish County
Yearly Salary $65,000 - $74,999
Estimated Start Date 2021/09/01
Outside listing? I want applicants to apply for this job elsewhere (my website, Monster, Indeed, etc.)
Apply here: https://www.governmentjobs.com/careers/lakestevenswa/jobs/3147480/deputy-city-clerk?pagetype=jobOpportunitiesJobs
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