The City Clerk plans, manages, and ensures the efficient function of the City Clerk Division. The functions of the City Clerk must comply with state law and Shelton Municipal Code and include serving as the designated public records officer. This position performs professional-level research and analytical work related to records management and supports efforts to transition City records to electronic processes.
Council:- Organize City Council and public meeting agendas, legal notices, press notifications, and meeting minutes.
- Prepare and assemble City Council packets and ensure public access to materials.
- Provide confidential research and executive session support to City Council and the City Manager.
- Serve as a technical resource to City Council and staff.
Administrative Duties:
- Lead department staff using team-based management principles; delegate tasks and ensure adherence to policies and procedures.
- Provide direct administrative support to the City Manager’s office
- Communicate and collaborate with citizens, the City Manager, City Council, other departments, and outside agencies.
- Manage the codification and publication of the municipal code.
- Receive and open sealed bids; oversee public reading of bids.
- Serve as Notary Public for official certification and legal documents. Must obtain within six months of employment.
Public Records:
- Serve as the City’s Public Records Officer.
- Establish and manage procedures for records (paper, email, electronic) in compliance with state and federal regulations.
- Maintain the City’s central filing and records management systems.
- Coordinate records preservation across departments.
- Research and collect information from each City department Records Designee. Administer a complaint, efficient, and economical public records retention and disclosure process.
- Provide regular updates to the City Manager on records-related projects.
To perform this job successfully, the person in this position must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE:
- Bachelor's degree in business, public administration, public policy, or related field.
- 1-5 years of progressively responsible professional experience, preferably in a municipal setting.
- Equivalent combinations of education and experience may be considered.
- Knowledge of Robert’s Rules of Order, Washington State Public Records Act, and state retention requirements.
- Certified as a Municipal Clerk is preferred.
KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of:
- Municipal administration, laws and operations
- Legislation affecting local codes related to the functions of the City Clerk, to include state and local laws and regulations regarding public records, elections, voter registration, and public meetings.
- Effective public records administration, legal processes, archival management principles and practices.
- City organization, operations, polices, and objective. Council/Manager form of government and council processes.
Skills in:
- Researching and analyzing data and information.
- Interpersonal and effective communication.
- Establishing and maintaining respectful relationships with internal or external stakeholders.
Ability to:
- Analyze problems and identify alternative solutions.
- Maintain confidentiality at all times.
- Handle detailed, complex, and sensitive information with judgment and diplomacy.
- Prepare and administer assigned budget.
- Read and understand a variety of materials.
- Prepare clearly written reports and documents; make effective oral presentation of staff recommendations and reports.
- Work independently with little direction.
- Consistently demonstrate regular, reliable, and punctual attendance; occasionally work flexible hours.
The work environment conditions described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is typically performed in an office environment. The work is typically performed in an office environment.
PHYSICAL DEMANDS: The physical demand described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee must be able to move about inside the office to access files cabinets, office machinery, and frequently move objects weighing up to 25 pounds.
