Stanwood City Clerk

City of Stanwood   Stanwood, WA   Full-time     Administration / Clerical
Posted on November 15, 2021
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Department: Finance
FLSA Status: Exempt
Union Status: Non-Represented
Salary Range: $90,180 to $101,484 annually (2021 salary range)
To Apply: City of Stanwood
Closes: Open until filled. Next application review
Monday, November 29, 2021

GENERAL DESCRIPTION

This highly responsible position directs, manages, supervises, and coordinates the programs and activities of the City Clerk’s Office including attendance at City Council meetings, production of City Council minutes, preservation of record of actions taken by Council and coordination of City elections; oversees the maintenance of official City documents and records; and provides highly responsible complex administrative support to the City Administrator and City Council.

 

SUPERVISION RECEIVED

Reports directly to the Finance Director

 

SUPERVISION EXERCISED

Supervises Deputy City Clerk

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

 

  1. Assumes management responsibility for all services and activities of the City Clerk’s Office including attendance at City Council meetings, production of City Council minutes, preservation of record of actions taken by Council and coordination of City elections.

 

  1. Manages and participates in the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommends and administers policies and procedures.

 

  1. Monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; recommends, within City policy, appropriate service, and staffing levels.

 

  1. Plans, directs, coordinates, reviews, and participates in the work plan for the services of the City Clerk’s office; assigns work activities, projects, and programs; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.

  2. Selects, trains, motivates, and evaluates assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline and termination procedures.

 

  1. Oversees and participates in the development and administration of the Division’s annual budget; participates in the forecast of funds needed for staffing, equipment, materials, and supplies; prepares department purchase orders; monitors and approves expenditures; implements adjustments.

 

  1. Supervises and coordinates the preparation of agendas and support material for City Council and other meetings as needed.

 

  1. Schedules and sets-up meeting rooms and attends City Council and other meetings; takes roll; records meetings; prepares minutes; directs the preparation and dissemination of relative information to the appropriate parties.

 

  1. Oversees and manages the City’s records management program including developing procedures for records management, retrieval, and disposal; maintains, disposes, and preserves official city documents and records including resolutions, ordinances, deeds, Council minutes, agreements, and reports in accordance with legal requirements; supervises the storage and protection of the City’s permanent records.

 

  1. Oversees and supervises all public records requests; notes and submits requests that need to be reviewed by the City Attorney before being fulfilled.

 

  1. Supervises and reviews all business license applications and licenses for accuracy; signs business licenses.

 

  1. Coordinates and participates in activities related to municipal and special elections; serves as filing officer for required forms and notices.

 

  1. Prepares register and receives and opens formal bids for the City.

 

  1. Maintains a list of appointed board and commission members and post notices for vacancy; assists with applicant and appointment process; maintains attendance records and provides attendance report to the City Council annually.

 

  1. Composes and prepares memos, letters, reports, and agendas; maintains a variety of reports, documents, and related information including affidavits of publication, passed resolutions and ordinances, and signed legal documents including contracts and interlocal agreements; attests to legal documents as necessary.

 

  1. Serves as liaison for the City Clerk’s Office with other City departments, divisions, and outside agencies; negotiates and resolves sensitive and controversial issues.

 

  1. Provides responsible staff assistance to the City Administrator and City Council; conducts a variety of organizational studies, investigations, and operational studies; research documents; recommends modifications to City Clerk Office’s programs and procedures as appropriate.

 

  1. Attends and participates in professional group meetings; stays abreast of new trends, innovations, and laws in the fields of records management and elections, and in the profession of City Clerk.

 

  1. Performs related duties as required

 

PERIPHERAL DUTIES

  • An employee in this classification is expected to routinely perform other duties as assigned that would typically be performed by an employee in a position within this classification or lower.

  • Serves as a point of contact for elections and voter registration.

  • Oversee the Vendor Roster.

  • Officiate at all bid openings.

  • Other duties as assigned.

 

DESIRED MINIMUM QUALIFICATIONS

 

Education and Experience:

  • Bachelor’s degree from an accredited college or university with major course work in public administration, business administration, or a related field. Additional experience and specialized training may substitute for formal education.

 

  • Five (5) years of experience in performing responsible and complex administrative duties within a City Clerk’s office, including at least two years of supervisory responsibility, or any combination of education and experience necessary to perform the essential functions of the position.

 

Necessary Knowledge, Skills and Ability to:

  • Operations, services, and activities of the City Clerk’s Office.

  • Organization and function of City government.

  • Rules and regulations governing local municipal elections.

  • Rules and regulations governing the conduct of public agency council meetings.

  • Principles and practices of program development and administration.

  • Codes and ordinances in city clerk program areas.

  • Principles and practices of budget preparation and administration.

  • Principles of supervision, training, and performance evaluation.

  • Principles and practices of business correspondence.

  • Basic principles and practices of program development and administration.

  • Pertinent Federal, State, and local laws, codes, and regulations.

  • Oversee and participate in the management of the services and programs provided by a comprehensive City Clerk’s Office.

  • Oversee, direct and coordinate the work of lower-level staff.

  • Coordinate and administer local elections.

  • Select, supervise, train, and evaluate staff.

  • Serve as clerk to the city council and ensure proper conduct of meetings and resolutions.

  • Participate in the development and administration of division goals, objectives, and procedures.

  • Provide information and organize material in compliance with laws, regulations, and policies.

  • Develop and administer an efficient records management system.

  • Prepare and administer program budgets.

  • Prepare clear and concise administrative and financial reports.

  • Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.

  • Research, analyze and evaluate new service delivery methods and techniques.

  • Interpret and apply Federal, State and local policies, laws and regulations.

  • Read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.

  • Effectively and tactfully present information and respond to questions from groups of managers, clients, customers, and the public. Define problems, collect data, establish facts, and draw valid conclusions. Organize records maintenance activities and elections.

  • Prepare reports and agenda documentation.

  • Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.

  • Communicate clearly and concisely, both orally and in writing.

  • Establish and maintain effective working relationships with those contacted in the course of work.

 

SPECIAL REQUIREMENTS

  • Washington State Driver’s License, or ability to obtain one within 30 days and a good driving record is required.

  • Washington State Notary Public is required.

  • Municipal Clerk certification desirable.

 

The City of Stanwood does not discriminate on the basis of race, religious creed, color, national origin, ancestry, disability, medical condition, marital status, sexual orientation, sex, or age, in any programs or activities. Equal Opportunity/ADA Employer