Deputy City Clerk

City of Tumwater | Tumwater, WA

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Posted Date 3/22/2023

The Deputy City Clerk will be responsible for assisting the City Clerk in processing public records requests in compliance with applicable laws and providing Open Public Meeting Act training and assistance to City staff. Providing support for weekly Council meeting packet creation and attend Council Workessions twice a month as the Clerk of the meeting and backup Clerk for regular Council meetings. Administer the City-wide Records management program complying with Washington state archives and processing all public notices. Assist with drafting and finalizing Council and Worksession minutes and monitoring department submittals of other boards and commissions minutes. This position will perform the duties of the City Clerk during the Clerk’s absence.

Essential Job Duties
Join our team of dedicated public servants and make a difference.

The essential functions of this position include, but are not limited to:

Responsible for organization of work procedures for timely completion of routine tasks and special projects.
Weekly council meeting packet creation coordinating with department staff, prepares meeting agendas and attends 2-4 night meetings a month.
Processes and coordinates responses to public records requests in compliance with applicable laws. Completes and submits the JLARC report annually.
Maintains the City-wide records management program. Ensures that records are archived, indexed and retained or purged as required by law and policy with Washington State Archives.
Assists with drafting and finalizing Council minutes and monitoring department submittals of other boards and commissions minutes.
Prepares, processes, distributes, and posts public notices and insuring proper newspaper publication.
Operates Zoom webinars and meetings including proper recording, live streaming, and monitoring the panelist/attendee pools.
Operate Council Chambers audio-visual equipment for the duration of all OPMA Public Meetings.
Prepares correspondence, forms, and reports from copy, rough draft, or oral instruction; proofreads documents for typing and format errors. May be required to compose original documents for approval by staff or supervisor. Updates department web pages as needed.
Receives and screens telephone calls, emails, and visitors; answers questions using general knowledge of department and City operations, schedules and plans, referring items of specific or technical nature to the appropriate person, and schedules appointments.
Keeps supervisor and department staff informed of significant and important matters requiring review or action; obtains information from staff members as directed, relays assignments, calls attention to deadlines and obtains progress reports.
Maintains and organizes correspondence, project and special files, ensuring confidentiality where required.
Maintains records of departmental and/or project expenditures; creates and codes expenditures in the purchase order database; may monitor assigned portions of department budget.

Selection Criteria
Knowledge, Skills, and Abilities:
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirement listed below are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Thorough knowledge of modern office practices, procedures, software and equipment.
Knowledge of correct punctuation, spelling, grammar, and word usage
Knowledge of business English, writing; filing systems; punctuation and spelling; and arithmetic calculations.
Ability to operate a variety of office machines rapidly and accurately; understand and reliably communicate information about department operations, schedules and plans.
Prepare and/or compose a variety of correspondence and reports; enter text and data into computers with a high degree of speed and efficiency; establish and maintain a variety of files and systems.
Ability to read and compare words and figures accurately and efficiently.
Ability to maintain effective, courteous and tactful public relations with elected officials, management, staff and the general public.

Message to potential applicants: Studies have shown that some potential applicants are less likely to apply for jobs unless they believe they meet every one of the items or tasks listed in a job description. We are most interested in finding the best candidate for the job, and we understand that the best candidate may be someone who will learn some tasks on the job. If you are interested in this position, and have the minimum qualifications, we encourage you to go ahead and apply! Feel free to think about how you will bring your own set of skills to the role and tell us about the potential that you hold.

Minimum Qualifications:
High school graduation or GED certification plus three years responsible administrative experience. One year of college or business school course work may be substituted for one year of experience, or any other equivalent combination of experience and training.

Preferred Qualifications:
1. Two years professional experience as a Deputy City Clerk, Public Records Officer or comparable position preferred.
2. Experience with Word, Excel, Outlook and public records management systems strongly preferred.
3. Notary public license or the ability to obtain within three months of hire.
4. Municipal clerk or Public Records officer certification is desired or ability to attain certification within five years.

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