The City of Spokane invites applicants for the position of
Deputy City Clerk
Nature of Work:
Performs technical and administrative work in the City Clerk's Office as well as assumes the role of Acting City Clerk during their absence. Position frequently dictates new and varied work situations involving a high degree of complexity. Carelessness, lack of good judgment, or missed deadlines may cause significant liability, embarrassment, or financial loss to the City. Employee has extensive contact with various City officials, departments, and the public. Position works under pressure to meet daily deadlines and requires exceptional attention to detail in order to prevent errors. Workload is often in excess of 40 hours per week and may require an extended schedule to include evenings and weekends in order to meet critical deadlines.
Supervision:
Works independently as well as collaboratively, subject to guidance by the City Clerk. Questionable cases are referred to supervisor or the City's applicable attorneys. Position performs day-to-day supervision to department staff.
The following Responsibilities and Requirements are functions the individual who holds or desires the position must be able to perform unaided or with the assistance of a reasonable accommodation.
KEY RESPONSIBILITIES
- Responsible for day-to-day administration of the City's public records functions; including full cycle processing, and tracking of complex and diverse public records requests as well as tracking public records data and performance metrics required for annual reporting.
- Establish and maintain effective working relationships with staff, other city employees and departments, city officials, and the public.
- Reviews, analyzes and coordinates the collection and compilation of responsive documents and redacts information as necessary in accordance with applicable laws and standards.
- Ensure requesters are informed of the progress of their requests.
- Navigates the balance of meeting public disclosure obligations while safeguarding privacy and confidential information; provides third-party notifications to affected parties as appropriate.
- Works collaboratively with City attorneys on public records requests as necessary.
- Assists City Clerk and designated department records coordinators with citywide records retention and destruction.
- Distributes citywide policies and procedures to City employees and/or relevant departments and ensures publication in the Official Gazette and posting to the City's website.
- Provides and/or assists with training relating to compliance with public records disclosure laws and records retention/destruction.
- In absences of City Clerk performs Acting City Clerk functions, including attendance at City Council Meetings. In addition, attends other meetings and functions as needed.
- Supervises office employees, makes hiring recommendations, and performs performance reviews.
- Serves as a notary public.
- Performs work as assigned by the City Clerk or as judgment or necessity dictates.
Any combination of education and experience which would provide the required knowledge, skills and abilities, is qualifying. Generally, this would include:
- Graduation from a college or university with a Bachelor's degree in records management, public administration, business management, or a closely related field; and three years direct experience with the disclosure and retention of public records.
- WAPRO Certification preferred.
Requirements of Work:
- Considerable knowledge of state public disclosure and retention laws.
- Considerable knowledge of Microsoft Office Suite applications, and ability to navigate computerized queries and reports (OnBase and GovQA).
- Considerable knowledge of records maintenance procedures.
- Ability to create reports and compose clear and effective correspondence.
- Ability to establish and maintain good public relations.
- Ability to exercise initiative and judgment and make decisions within scope of assigned authority.
- Ability to prioritize high volumes of work, multi-task with various assignments, elicit cooperation and coordinate projects to meet strict deadlines; cope with interruptions, organize, and problem-solve.
- Ability to perform meticulous and challenging document reviews.
- Ability to be respectful of any matters dealing with a confidential nature that may be exempt from public disclosure.
- Ability to be flexible and adapt to changing requirements of production and review of records requests.
BEHAVIORAL STANDARDS
As an exempt employee of the City of Spokane, the Deputy City Clerk is subject to the City’s Code of Ethics set forth in Chapter 1.04A of the Spokane Municipal Code. As such, “it is the policy of the City of Spokane to uphold, promote, and demand the highest standards of ethics from all of its employees who shall maintain the utmost standards of responsibility, trustworthiness, integrity, truthfulness, honesty and fairness in carrying out their public duties, avoid any improprieties in their roles as a public servant including the appearance of impropriety, and never use their City position, authority or resources for personal gain.
EEO STATEMENT
We are an equal opportunity employer and value diversity within our organization. We do not discriminate on the basis of race, religion, color, national origin, gender identity, sexual orientation, age, marital status, familial status, genetic information, veteran/military status, or disability status.
