CITY OF BURIEN, WASHINGTON POSITION DESCRIPTION DEPUTY CITY CLERK
NATURE OF WORK: Under the direction of the Manager of Community Services, performs advanced administrative and clerical duties in direct support of the City Clerk function and acts in the capacity of the City Clerk in the Manager’s absence. Maintains official City records according to procedures established by Washington state statute; and prepares Council agendum and minutes. The incumbent works with detailed, complex, and sensitive materials and must exercise considerable judgment, diplomacy, and human relations skills as a routine part of the job, and have the ability to work without direct supervision. ESSENTIAL DUTIES: City Clerk Support Functions: Assists the City Clerk in preparation of Council agendas and weekly agenda packets. Prepares Council Chambers for City Council meetings. Attends Council Meetings as required, records proceedings and prepares minutes. Responds to requests for public records. Prepares proclamations, resolutions and ordinances, ordinance summaries, public hearing notices, and meeting notices according to legal requirements. Attends evening meetings. Is responsible for ensuring the maintenance of television equipment for the televising of Council meetings. Coordinates updates for the 24 hour programming of the channel. Maintain’s Advisory Board records and coordinates process for appointments to the various boards & commissions. Serves as Notary Public. Serves as City Clerk in City Clerk’s absence. Records Management: Organizes, classifies, indexes, files, retrieves and stores records and documents in filing systems. Develops, establishes and maintains city clerk library system, and contract processing system. Ensures records are maintained in compliance with the Washington state retention schedule. Ensures annual code supplements are prepared and published accurately. Serves as department representative on city committees planning computer system needs. Opens, annotates, and ensures accurate distribution of mail for City Manager Services, the City Council, and Office of Community Services.
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Maintains the City’s Website, HomePage, entering current agenda, minutes, meetings and activities information; and deleting outdated information. OTHER RESPONSIBILITIES AND FUNCTIONS Responds to requests for information in person and over the telephone regarding local, state, and federal government officials and elections information. Composes correspondence and memos from brief instructions or notes, prepares reports, forms and other projects as assigned. Assists the City Clerk with the preparation of the department budget through research and gathering information and reports. Performs Administrative Assistant duties in the incumbent’s absence as assigned. Individuals may be required to perform other duties as assigned. SUPERVISORY RESPONSIBILITIES: May be required to supervise volunteers or student interns in accordance with the City’s policies and applicable laws. May assist in interviewing, hiring recommendations, and training, planning, and assigning work. KNOWLEDGE, ABILITIES AND SKILLS: Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Thorough knowledge of municipal principles, practices and procedures, and legal requirements for records management in a municipal environment, records classification and indexing techniques. Working knowledge of City government organization, functions, policies, rules and regulations. Ability to independently and/or from general instructions compose and prepare correspondence, reports and various documents accurately. Considerable ability to communicate effectively orally and in writing, and to prepare reports, agendas, minutes, and correspondence in final, publishable form.
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Advanced knowledge of modern office practices, procedures, systems and equipment. Ability to operate computer equipment, other office machines and to type at 60 wpm. Ability to record meeting activities and actions, transcribe accurately and prepare minutes in a final format. Ability to balance daily cash receipts for business licenses, pet licenses, and appeals, and prepare reports. Considerable knowledge of data base programs and their applications. Ability to work in a rapid-pace work environment, to handle multiple tasks and to meet deadlines. Knowledge of practices and policies for providing quality customer service, including dispute resolution techniques. Ability to maintain effective relationships with other employees, the general public, appointed and elected officials and other public and private agencies. Ability to meet and deal with City personnel and the general public in a courteous and tactful manner. Ability to greet the public and co-workers in a friendly manner and clearly convey a willingness to be of service and/or be open to resolving the situation at hand. Clearly explains self or answers when necessary. Takes the time to ensure message is easily understood. Closes all contacts courteously and appropriately. Willing to be helpful; willing to negotiate schedule to accommodate another’s needs. Willing to use both good verbal and non-verbal behavior to show an open, accepting attitude. Ability to exercise individual initiative and discretion in confidential matters and to respect confidential matters regarding other employees and councilmembers. Ability to work under pressure and with constant interruptions. Ability to understand, interpret and carry out complex oral and written instructions. Ability to develop procedures for work activities and carry work through to completion using own initiative with minimal supervision. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to attend evening meetings.
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EDUCATION AND EXPERIENCE: Graduation from high school or equivalent and two years college or business school including courses in records management and/or public administration; AND 5 years of increasingly responsible experience in a municipal organization in records management or data base management; OR an equivalent combination of education and experience. Must have a thorough understanding of the operations of a municipal city clerk’s functions and legal obligations. Must hold Municipal City Clerk certification or have ability to obtain within four years of employment as deputy city clerk. BA or BS degree preferred. Have ability to obtain Notary Public certificate and be bondable. PHYSICAL DEMANDS AND WORKING CONDITIONS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls and reach with hands and arms. The employee is occasionally required to stand, walk, and climb or balance. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT: The 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 performed in an office, which is busy, oriented to public service and subject to constant work interruptions. Employees may work under the stress of continual public and/or inter-departmental contact and pressure to meet timelines. The noise level in the work environment is usually moderate.
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