City Clerk

City of Lynnwood • Interim • Lynnwood, WA • $54 - $70 / hour • 1w ago

The City of Lynnwood is seeking a City Clerk to join the Executive team!

This City Clerk serves as the official clerk of the City of Lynnwood and is responsible for the City’s records, compliance with the Washington Open Public Meeting Act and the Public Records Act, prepares and maintains agendas, ordinances, official reports, legal documents, financial records and reference materials, and manages claims against the City. The City Clerk is responsible for the records management, preparation of and standardization of ordinances, resolutions, preparation of legal publications and documents for recording per legal requirements. Responsibilities include progressive and effective supervision of employees. Work is performed with considerable latitude for independent judgment, actions, and decisions.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Manage the production and publication of City Council agendas and minutes and be the subject matter expert in the systems that provide for efficient, accurate and transparent stewardship of these permanent records.
Develop, implement, and maintain a system of standardization for the production, approval, and retention of City records such as ordinances, resolutions, minutes, public and legal notices, policies, procedures, contracts, and interlocal agreements. Review documents created by City staff prior to presentation for approval of Council or the Mayor to ensure compliance with standards.
Ensure the accuracy of ordinances codified and integrated into the Lynnwood Municipal Code (LMC). Work with Council, Mayor and City staff to identify portions of the LMC for improvements, ensure stakeholder coordination, and coordinate legal review of changes.
Serve on the information governance committee, work closely with Director of Information Technology on electronic records standards, policies, and security; ensure planning for current and new systems supports and maintains records for proper retrieval and disposition.
Coordinate departments’ retention, destruction, cataloging, imaging, storage, and retrieval of records.
Serve as the City’s Public Records Officer and oversee the operation of the City’s central records center. Respond to all requests for records, coordinate annual state reporting for all city records disclosure, coordinate with legal resources to minimize risk and maximize transparency of governmental functions.
Ensure the City’s compliance with applicable laws, such as public notice requirements, public disclosure provisions of the Washington State Open Public Records Act, and records retention schedules set forth by the Washington Secretary of State, and the Washington Open Public Meetings Act.
Manage the City liability and property insurance, bonding of Officers and Directors as applicable to their positions, oversee the processing of claims against the City, damages to City property and coordinate with City insurance provider to manage cost and claims processing. Coordinate with Department Directors and elected officials to communicate areas of risk and develop strategies to provide training and resources to mitigate loss.
Supervise assigned personnel including recruitment, performance management, coaching, and disciplinary actions. Provide professional development to staff to ensure proper handling of complex and sensitive tasks.
Oversee the City mail and parcel services, coordinating service between various locations. Complete allocation of services to various departments served.
Prepare and record oaths of office, manage elections information for the City, attest documents, and provide notary services.
Provide City-wide training on public records disclosure, proper records retention, and disposal.
Monitor the receipt and opening of bids and proposals provided to the City for potential contract award. Track and report on City contracts, Interlocal Agreements, and other contractual documents.
Establish and maintain a City-wide repository for adopted policies, provide access to staff and the general public. Assist departments and offices with the development of applicable policies, review for compliance with City standards prior to adoption by Mayor or Council.
Hearing Examiner and Municipal Court Judge – Oversee the selection process for qualified candidates. Coordinate the interview and appointment process with the Mayor and City Council.
Public Defense and Prosecuting Attorney contracting. Coordinate the selection and contract administration for contractors for primary and conflict defense services and Prosecuting Attorney services. Incorporate department and court information in the management of the services as needed.
Direct and/or perform all City formal bids, requests for proposals, qualifications, and other appropriate vendor sourcing initiatives; manage the evaluation processes. Assure all processes comply with Washington State law and the Lynnwood Municipal code. Provide City ordinances and applicable Court rulings and audit interpretations. Manage City Council approvals and Mayor's signature as appropriate per City ordinance.
Delegate responsibility and appropriate authority to assigned staff. Monitor daily work activities to assure the timely and accurate completion of functional responsibilities for staff on site and remotely performing their duties.
Conduct applicant job interviews. Select, orient and train new employees. Assure the availability of adequate staff equipment and facilities.
Prepare and conduct oral and written employee performance evaluations. Recognize superior job performance. Effect correction in undesirable trends in performance consistent with established City policy.
Participate in City and Division long range, strategic planning activities. Prepare and recommend objectives, methodologies, and associated schedules.
Develop budget proposals based on needs and resources; review reports and assure adherence to approved budget; assure that section operates within assigned responsibility and authority.

Bachelor’s degree in business or public administration, records management, or related field, plus five (5) years of progressively responsible public records or contract management experience, including two (2) years of supervisory experience, or an equivalent combination of experience and education. Proficiency with Microsoft Office software is highly preferred. Certification as a Certified Municipal Clerk or Master Municipal Clerk is desirable. Certification as a Certified Public Records Officer is desirable. Requires successful completion of a background check. Must have a valid Washington State Driver's license, with a driving record acceptable to the City's insurance carrier.

The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload.

Job Location and Equipment Utilized

Work is performed in an office environment and may require driving a vehicle to conduct work. Equipment utilized includes standard office equipment such as a personal computer with associated software and peripherals. Other equipment may include audio- visual equipment needed for meetings typical of local governments.

Required Knowledge, Skills and Abilities

Proficient knowledge of statutes and protocols relating to public meetings, public hearings, and public records applicable to a Washington State municipality.
Knowledge of basic business English and business math.
Intuitive inter-personal skills that support organizational objectives including professional excellence; customer focus; inter-departmental collaboration; continuous improvement; inclusion; and adopted policies and plans.
Ability to effectively manage the City’s voluminous records, including proper digitization, cataloging, indexing, retrieval, dissemination, and adherence to retention and destruction schedules.
Appreciation for opposing points of view and the ability to collaborate with others in the absence of full agreement.
Ability to work effectively with elected officials, executive staff, technical staff, direct reports, and the public to support professional and ethical excellence, a customer- first focus, and to champion positive change.
Ability to maintain confidentiality and exercise discretion, diplomacy, and tact.
Ability to work under pressure on multiple priorities with individual timeframes.
Ability to attend regular evening meetings and occasionally weekend meetings as may be required.
Ability to operate personal computer with associated software and peripherals.
Ability to communicate effectively both orally and in writing. Technical writing duties require that written materials be grammatically correct, unambiguous, without typographical error, and in conformance with legal/procedural requirements.
Ability to organize, set priorities, make decisions, and follow through on situations requiring evaluation and judgment.
Ability to prepare reports, business correspondence, and new procedures.
Possession of or ability to attain a Washington State Notary Public Certification.
Ability to conduct contract awards, negotiate agreements, develop and implement social incentive programs to achieve City strategic initiatives effectively and fairly.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.