*The first review of applications will be on November 20th*

Under the direction of the City Clerk, the Deputy City Clerk performs administrative and technical duties in support of the City Clerk Department. This position coordinates the appropriate, compliant, and accurate management of all physical and electronic city records; participates in the development and implementation of citywide public records management policies and procedures; monitors and assists city departments with records management to ensure compliance with city policies and state retention schedules. The Deputy City Clerk provides support to the Public Records Analyst in processing public disclosure requests; works collaboratively with the City Clerk to ensure transparency of the legislative process, and acts as the Acting City Clerk in the absence of the City Clerk.

Performs a variety of complex administrative and technical duties in support of the City Clerk Department. Performs the duties of the City Clerk in the absence of the City Clerk or as requested. Maintains familiarity with all core duties and tasks related to the City Clerk Department, and provides input on the services, programs, and activities of the department.
Records Management

Analyzes and administers the city’s records and information management, retention, and disclosure-related policies, procedures, and protocols.
Assists residents, elected officials, and all levels of city staff who are unable to locate records or update data.
Troubleshoots and provides problem-solving solutions compliant with regulations, laws, and protocols.
Develops and implements procedures, guidelines, and controls for the storage, retrieval, tracking, and filing of active and inactive records; trains staff on records management software applications.
Ensures compliance with the Public Records Act by maintaining the appropriate retention, management, disclosure, and disposition of public records. Guides departments in preparing records for offsite storage and state archiving; monitors record handling to ensure retention and destruction measures are followed; and oversees offsite centralized records storage.
Administers the electronic records repository collaboratively with the City Clerk and IT.

Legislative Support

Leads the city boards and commissions recruitment and appointment processes.
Coordinates and tracks legislative process; prepares adopted legislation for codification.
Attends regular and special city council meetings and commission meetings as required to document the proceedings.
Reviews, edits, and publishes approved official meeting minutes and any other documents needed for a clear and complete record of legislative proceedings. Compiles, prepares, reviews, and distributes agenda packets for city council meetings.
Works with departments to correct and revise agenda information and supporting documentation.
Publishes official documents electronically in accordance with established procedures and timelines.
Maintains and acts as administrator of electronic agenda management software in collaboration with the City Clerk and IT staff.

Other Duties

Conducts and coordinates assigned projects.
Provides technical support, identifies and resolves problems, prioritizes tasks, and develops schedules to meet critical deadlines.
Answers questions and resolves issues where judgement, knowledge, and interpretation of department policies, procedures, and regulations are necessary.
Responds independently to inquiries when appropriate.
Recommends changes in procedures and amendments to policies to enhance operational efficiency for the assigned functions.
Supports the relationship between the City of Federal Way and the constituent population by demonstrating courteous and cooperative behavior when interacting with visitors and city staff.
Maintains confidentiality of work-related issues and city information.
Other duties that fall within the scope of the position classification may be assigned as needed.

Education and experience equivalent to graduation from high school supplemented by coursework in business administration or records management.
Four (4) years of increasingly responsible administrative support and records management experience preferred.
Public sector experience preferred.

Licenses and Other Requirements:

Certified Municipal Clerk certification preferred.
Washington Association of Public Records Officers Certification (CPRO) or ability to obtain within two (2) years of hire date.
Valid notary public license or ability to obtain within two months of hire date.
Valid driver’s license.
Regular attendance and punctuality are required for this position.
May be required to work evening and/or weekend hours as assigned.
May be required to pass a city background check.

Knowledge of:

Principals, practices, regulations, and laws of the assigned field, including: Open Public Meetings Act (RCW 42.30); Public Records Act (RCW 42.56); Attorney General’s Model Rules (WAC 44-14); Washington State Retention Schedules; Robert’s Rules of Order.
City ordinances, codes, and municipal government organization, functions, policies, and regulations.
Technical procedures for archiving, indexing, and retrieving public documents.
Policy and procedure development and implementation.
Application of legal and administrative standards.
Advanced technical skills using computers and related software for spreadsheets, word processing, database applications, webpage editing, and software administration.
Professionalism in oral and written communication.
Meeting and group facilitation.

Ability to:

Perform the duties of the City Clerk in the absence of the City Clerk.
Communicate effectively both verbally and in writing with tact, patience, and courtesy.
Use best practices for establishing effective working relationships and communication with co-workers at all levels of the organization.
Record meeting proceedings accurately, draft minutes, record motions, and accurately restate when requested.
Read, interpret, apply, and explain rules, regulations, and policies, including City Code.
Act as administrator for department software programs.
Understand and follow directions given.
Work independently, make decisions, and take appropriate action within broad guidelines.
Assess and prioritize multiple tasks, projects, and demands.
Detail-oriented and organizational skills.
Maintain logs, records, and generate reports using software.
Research issues using analytical skills.
Independently problem-solve, make decisions, and resolve conflicts.
Work under pressure and adapt quickly to situations and respond professionally.
Work flexible hours, including early mornings, evenings, and weekends as needed.
Demonstrate skill in building positive, collaborative relationships with diverse individuals to accomplish shared objectives.

Environmental Conditions/Physical Effort:
Work is performed primarily in an office environment, involving frequent periods of sitting, standing, and walking. Noise levels are generally moderate, typically from office equipment and customer interaction. The position may require travel to various City or community locations to perform job duties. Occasional lifting and moving of materials up to 50 pounds may be required

Work involves frequent verbal communication, active listening, and the clear exchange of information with customers, including those who may be upset or emotionally charged. Requires sustained concentration, attention to detail, and the ability to remain calm, professional, and respectful in stressful or conflict situations.

City of Federal Way jobs

Deputy City Clerk