EQUITY STATEMENT:
The City of Snoqualmie strives to be a diverse workforce that is representative of the community we serve. We value a variety of perspectives and life experiences and encourage people of all backgrounds to apply. Applicants are considered for employment without regard to race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, age, disability, veteran status, genetic information, or any other protected status under federal, state and local laws. We believe diversity and inclusion among our teammates is critical to the success of our City operations.
SUMMARY:
An at-will management/professional that performs executive level assistance and confidential secretarial support duties to the Mayor and City Administrator as well as all duties of City Clerk as set forth in the Municipal Code in accordance with Washington State Law.
This position serves as the City’s records custodian. Work involves planning, organizing and initiating tasks under limited direction. Position works under the stress of continual public and inter-departmental contact and interruptions and the pressure to meet strict deadlines. Work requires considerable judgment and human relations skills as a routine part of the position. Prepares council agendas, agenda bills and the management of official City records; administers the City’s record management program. Prepares agenda/packet materials for and can be required to attend Council/Committee/Commission meetings to record minutes. Incumbent must exercise considerable discretion in the protection of confidential information and administration of policies and procedures within guidelines set by the City.ESSENTIAL FUNCTIONS:
• Provides confidential assistance to the City Administrator, Mayor and the City Council; research, collects and compiles data from and for other government resources as requested.
• Arranges and schedules meetings for the City Administrator and Mayor. Maintains a variety of calendars for the office advising the City Administrator and Mayor of calendar and meeting revisions. Maintains the daily appointment calendar for the City Administrator and Mayor.
• Composes and prepares correspondence and memoranda, based on limited content description or information; (conducts secondary research on special projects as required).
• Incumbent performs complex technical administrative functions, such as preparation of unique or original documents or correspondence, requisitions and purchases office supplies. Processes billings, purchase orders, and training and travel authorizations for the City Administrator, Mayor and City Council. Coordinates and maintains filing and records systems of the City Administrator’s office, including confidential personnel and correspondence files.
• Administers and Coordinates the City’s records management program; public records requests, performs related tasks such as managing City records, including inventory, storage, electronic conversion, disposition, retention, and disposal, ensuring confidentiality where required.
• Oversees and coordinates agenda bills process.
• Maintains all records for the Council office, as well as the historical records for the City of Snoqualmie; serves as records custodian for all City Records.
• Prepares agenda packets and arranges packets for Council, Committees, and Commissions; records and prepares concise and accurate minutes of each meeting; prepares Agendas, Agenda Bills, Ordinances and Resolutions, and compiles necessary information for presentation for Council, Committees, and Commissions.
• Manages and publishes meeting notices and minutes of the Council meetings, as required by law.
• Oversees notices for potential Council quorum.
• Manages by-laws, Articles of Incorporation, ordinances, or other legal instruments for the Council in the Clerk’s office.
• Route and track council approved documents (i.e. resolutions, ordinances, contracts, agreements, etc.) to applicable department staff and/or agencies for full signatures. File original documents into records management system.
• Index and create files and new file labels for all contracts, agreements, easements, deeds, Interlocal agreements, etc. into City records management system.
• Develops and implements training materials and programs on City policies and practices regarding agenda management, records management, and contract management.
• Serves as the Secretary to the Volunteer Firefighters Board of Directors.
• Serve as Notary Public providing service to the City and at times, to the public.
• Frequent evening availability is required.
These duties are not inclusive of all duties, and as such, this position may perform other duties as assigned.QUALIFICATIONS:
Education and Experience:
• AA degree in Business Administration or related field. Five years secretarial, records management and progressively responsible municipal experience required.
• Any combination of education and experience which would provide the desired skills, knowledge and ability required to perform the job.
• Preferred: Certification as a Municipal Clerk is preferred. Must be willing to obtain certification as a municipal clerk if certification is not currently held, within three years.
• Notary Public
Desired Knowledge, Abilities and Skills:
Knowledge of:
• Municipal practices and procedures.
• Advanced principles and procedures of record keeping and filing to include both hard copy and electronic.
• Office practices and procedures.
• Modern records management techniques, including requirements for recording, retention, and disclosure.
• State public records laws and of the practices, policies, and procedures of the City Clerk’s office.
Ability to:
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Maintain confidentiality of records information as appropriate.
• Work independently with little supervision.
• Work with the public and other employees effectively.
• Understand and execute oral and written instructions.
• Establish and maintain effective working relationships with Mayor, City Council, City Administrator, all levels of staff and the general public.
• Read, interpret, apply, and explain rules, regulations, policies, and procedures.
• Maintain official City records.
• Prioritize work, mesh numerous assignments, cope with interruptions, last minute changes and deadlines.
Skills:
• Demonstrable proficiency in computer operation, clerical, filing, typing, organizational skills and public relations. Must have a high level of confidentiality.Physical Demands and Work Environment:
The physical demands and work environment characteristics 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 generally performed in an office or conference room setting. Walking, sitting, standing, bending, and reaching is required. Hand-eye coordination and fine manipulation skills are necessary to operate computers and office equipment. Good listening skills and occasional lifting of up to 50 pounds. Some local travel may be required. Exposure to adverse weather conditions is minimal.
