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City Clerk - City of Kenmore ( Job # 20-0002)

Minimum Salary: $6,310.00 per month
Maximum Salary: $8,708.00 per month
Employment Type: Full Time
Department: Finance and Admin
Open until filled.. Applications first reviewed on: Monday, August 3, 2020
(Open to current employees and the general public.)

Summary

The City of Kenmore is seeking an energetic, collaborative, and experienced full-time City Clerk.  Working under the direction of the Director of Finance and Administration, the City Clerk maintains the City Code, is responsible for its codification, and is the custodian of citywide permanent public records, including the City’s archives.  The position ensures accurate and transparent documentation of City government activity through the support to and recording of City Council operations, and its various citizens committees and commissions, and the management of public records and archives; and performs related duties as assigned. 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.

Position is open until filled. First review of applicants is August 3, 2020.

City offices are located in beautiful downtown Kenmore at the north end of Lake Washington. The City offers a generous benefit package for all regular employees including Vacation and Sick Leave, Health Insurance, Parental Leave, and a 401(a) Plan in lieu of Social Security. A Summary of Employee Benefits is attached.

The City of Kenmore is committed to an inclusive and diverse workplace. We seek to recruit, develop and retain the most talented people from a diverse candidate pool.

Our Service Vision is Propelling Kenmore Upward: We Create a Thriving Community Where People Love Where They Live!


Essential Duties and Responsibilities
  • Administers the statutory obligations of the City Clerk, including but not limited to maintaining the City Seal, serving as the City's historian and archivist, and developing and implementing a comprehensive records management system.
  • Serves 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. 
  • Creates and maintains systems to store and retrieve official documents and records; ensures compliance with statutory requirements related to archival and retrieval of City documents and records.
  • Prepares, reviews, and edits the City Council meeting agendas, minutes, recollections, transcripts and action letters.  Reviews the Council agenda and documentation packets, ensuring accuracy, completeness and compliance with legal requirements.
  • Copies, scans, and distributes the agenda and documentation packets, whether through paper copies, or electronically.
  • 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.
  • Processes, transmits and tracks contracts for signature, recording and filing. Is responsible for contract tracking database and ensures contract templates are updated as needed and approved by the City Attorney.
  • Attends or delegates attendance to City Council meetings to assure audio and video recording of proceedings and entering of documents and recordings into the permanent record.
  • Is responsible for maintaining reliable audio and video systems in the Council Chambers and Community Meeting Room and trains other staff as needed.
  • Maintains up-to-date City codes, properly indexed and referenced.  Maintains distribution lists for communication of new, revised and amended codes.
  • Provides official notification to the community for all public meetings and hearings, bids, and other official matters, and ensures legal advertising of notices. Oversees and administers public bid openings,
  • Provides advanced administrative and technical support to the Director of Finance and Administration, the City Manager and City Council as needed. Coordinates and performs certain aspects of special projects on behalf of the management team.
  • Prepares professional correspondence and reports on behalf of the Finance and Administration Department, the management team and the City Council. 
  • In collaboration with the Public Records Officer, maintains responsibility for researching City files, documents, archives, and other materials to provide information for public records requests in accordance with State law, City policies and best practices.
  • Prepares papers and records liens and easements for City-owned and private property.
  • Prepares annual recommendations for the Clerk’s operating budget. Controls and monitors expenses within budget limits. 
  • Serves as the Human Services coordinator for the City, processes human services applications, provides recommendations for funding within the biennial budget, participates in regional Human Services consortiums and administers human service contracts.
  • Codifies ordinances. Periodically reviews ordinances for updates.
  • Under the direction of the WCIA delegate, 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.
  • Administers the City security key card system, activates key cards as needed, maintains logs of cards assigned.  Also administers, issues and tracks parking passes.
  • Provides training to new employees and Council members in records management, retention, and archiving practices.
  • Drafts Proclamations, Resolutions and Ordinances.
  • Updates and maintains the rules and policies manual for the City Council.
  • Assists in the development and maintenance of the City’s web page and Kennect, the City's SharePoint site. 
  • Attends City Council meetings with minimal exception and is available to work evenings as needed.
  • Ensure reliable and timely attendance.

Performs other duties as assigned that support the overall objective of the position.

Knowledge and Skills

The position requires a working knowledge of the principles and practices of public administration for elected council operations, municipal organization, and work processes.   Requires specialized knowledge of the principles, legal requirements, and techniques used in records management, including retention scheduling, archiving, storage, public access, and destruction.  Requires in-depth knowledge of laws, regulations, and codes applicable to the City Clerk’s areas of responsibility. Requires an advanced knowledge of personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, web page editing, and data entry onto custom databases. Requires knowledge of Robert’s Rules of Order and Parliamentary Procedure. Requires sufficient math skills to perform financial and statistical record keeping.  Requires well-developed knowledge of proper English usage, 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, speak to diverse audiences in public meetings, exercise patience when dealing with internal and external customers, and convey technical concepts.


Abilities

Requires the ability to plan, sequence, and integrate the functions and processes supporting City Council and other public proceedings.  Requires the ability to maintain the City Code. Requires the ability to understand, interpret, explain and apply laws, codes, and regulations applicable to the City Clerk responsibilities.  Requires the ability to organize, interpret, and explain records management, retention and access policies and requirements to officials, managers and the public.  Requires the ability to conduct research of archived information and documents.  Requires the ability to edit and update internet web pages.  Requires the ability to prepare spreadsheets, graphs, and charts.  Requires the ability to enter, import, and export data to and from databases.  Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to learn and apply techniques for maintaining a voice communications system.  Requires the ability to work as contributing member of a team, work productively and cooperatively with other teams and external customers, and convey a positive image of the City and its services. 

The position incumbent must be able to function indoors in an office environment. Requires ambulatory ability to sit for extended periods of time, to utilize computers and peripheral equipment, accomplish other desktop work, and to move to various campus locations. Requires the ability to use near vision to read printed materials.  Requires auditory ability to carry on 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 in order to transport oneself in and around Kenmore and King County.

 

Education and Experience

The position typically requires a Bachelor’s degree in public administration or business, and three years of City Clerk experience, progressive administrative support or records management experience.  Additional relevant experience and archivist or records management certification may substitute for some higher education.




Other

Requires a valid and acceptable driver’s license.

Work is performed indoors in an office environment.  Frequent attendance at might meetings is required.

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.

 


Attachments
2020_Employee_Benefits.doc

Location
City of Kenmore
18120 68th Ave NE
Kenmore, WA 98028