City of Lake Stevens

1812 Main Street
Lake Stevens , WA
https://www.lakestevenswa.gov/
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Deputy City Clerk/Accounts Payable Specialist

City of Lake Stevens
Lake Stevens, WA Full-time
Posted on June 1, 2018

Position Purpose

The most qualified candidates will be invited to participate in an interview and skills test on June 28th.

This position performs duties as a Deputy City Clerk and provides technical support to the Finance department primarily in the area of accounts payable. This position performs a full range of highly responsible, confidential and complex administrative and technical duties using a substantial amount of tact, independence, judgement and initiative; actions can have a significant effect upon city operations and/or public relations activities.

As Deputy City Clerk, work is characterized by a full range of highly responsible, confidential and complex administrative duties in support of the City Clerk in areas such as records management and storage of City records, assisting with responses to public records requests, preparing meeting agendas and preparing minutes of meetings.  The position serves as the acting City Clerk in his/her absence.

As the Accounts Payable Specialist, work is characterized by a wide variety of general accounting duties such as accounts payable, cash receipting, purchasing, and maintenance of accounting records and reports.

Essential Duties and Responsibilities

Essential duties and responsibilities may include, but are not limited to, the following:

  • Collaborate with the City Clerk to implement and coordinate projects, programs, software applications, policies and procedures.
  • Compose and/or take dictation, transcribe, review, and proofread a variety of correspondence, memoranda, reports, contracts, legal documents, and other documents.
  • Assist with preparation of the City Council agenda packets, including preparing and coordinating material from city departments; respond to questions from the public regarding actions of the City Council.
  • Assist with responses to public records requests and collaborate with city employees in the compilation of responsive records.
  • Assist with review of a variety of legal documents such as deeds, easements, annexation covenants, and for completion of all processes.
  • Research and analyze administrative issues; compile data for administrative and public reports.
  • Provide administrative support for a variety of committees, boards, and commissions.
  • Provide follow-up to departments to aid in directed actions being carried out.
  • Attend meetings of the City Council as needed; attend city board and commission meetings as needed.
  • Assists with the publication, recording, distribution, indexing, and retention of City Council proceedings, legal notices, advertisement for bids and other notices.
  • Assists with the maintenance of the Lake Stevens Municipal Code.
  • Assist with the city's records management program and collaborates with departments city-wide regarding shared records.
  • Maintain controls for storage, retrieval, tracking, and filing of active and inactive records; assure records are maintained and destroyed in accordance with the Local Government Common Records Retention Schedule.
  • Provide consultation to departments regarding requirements of proper records storage, maintenance and response to requests for records.
  • Composes and/or takes dictation, transcribes, reviews, and proofreads a variety of correspondence, memoranda, reports, contracts, legal documents, and other documents. 
  • Accounts Payable duties include coding expenditures in accordance to the state's budgetary accounting reporting system, reviewing for accuracy and proper approval; performing data entry; processing checks and reports; maintaining vendor information and documentation including yearly tax reporting.
  • Function as the City Clerk in the Clerk's absence.
  • Evening or variable hours to attend meetings will be required.


Peripheral Duties:
Provide reception duties as needed.

Physical Demands and Work Environment:
Please see the attached questionnaire for position specific physical requirements and typical working conditions.  The physical demands and work environment characteristics described in the attached form are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disability to perform the essential functions.

 

Qualifications

Education:  Associates degree in business administration, office management, accounting, or related field; and
Experience:  Minimum of two (2) years in office operations including direct public contact and maintenance of official documents and records.
Or:  Any combination of education and experience, which provides the applicant with the desired skills, knowledge and ability required to perform the job, may be substituted for these qualifications.  Examples of these skills include:

Knowledge of:

  • Modern governmental principles and practices including but not limited to city clerk functions, records management, records retention, accounts payable, office administration, and meeting organization
  • Applicable municipal, state, federal statutes, ordinances, codes and regulations, including Washington State Open Public Meetings Act
  • State and local laws and regulations regarding public records management
  • Archival procedures for document cataloging, indexing, and retrieval.
  • Municipal organization, structure, policies, procedures, practices and objectives
  • Research and analytical methods and practices
  • Records management systems, techniques, technology
  • Correct English usage, spelling, grammar, and punctuation, including principles of business letter writing and report preparation
  • Cash Basis Government accounting principles
  • Washington State Auditor's Office proscribed Budgeting, Accounting and Reporting System (BARS) 


Ability to:

  • Read, analyze, and interpret various items such as technical documents, financial reports, legal documents, operating and procedure manuals, general business periodicals, professional journals, government regulation. 
  • Define problems, collect data, establish facts, and draw valid conclusions; apply common sense understanding to solve practical problems.
  • Communicate technical information, both verbally and in writing to the Mayor, City Administrator, City Council, and the public in a non-technical manner that facilitates understanding and decision-making. 
  • Establish and maintain trust, confidence, and effective working relationships with subordinates, other city officials, and the general public; effectively interact with tact, patience and courtesy.
  • Demonstrate positive and effective interaction and communication with individuals of diverse social and economic backgrounds.
  • Communicate effectively, orally and in writing, including the ability to listen effectively and to explain complex issues and applicable legal requirements, policies, and procedures to internal and external customers.
  • Take and transcribe minutes at various public meetings.
  • Maintain complex record keeping system.
  • Interpret and apply federal, state and local policies, laws and regulations.
  • Operate basic office machines such as typewriter, fax, postage, and copy machines.
  • Operate personal computer, including word processing, spreadsheet, and database software applications.
  • Maintain confidentiality of business records and other information.
  • Perform several tasks simultaneously while maintaining accuracy of information and meeting deadlines.


Licenses, Certifications and Other Requirements:

  • Valid Washington State Driver's License is required
  • Must be bondable
  • Municipal Clerk Certification is desired
  • Public Notary Certification is desired
  • Records Management Certification is desired
  • Municipal Clerk or paralegal experience is desired
  • Successful completion of position-relevant background check