City Clerk

City ClerkThe City of Lynnwood is seeking a City Clerk to join the Executive team This City Clerk serves as the official clerk of the City of Lynnwood and is responsible for the City's records, compliance with the Washington Open Public Meeting Act and the Public Records Act, prepares and maintains agendas, ordinances, official reports, legal documents, financial records and reference materials, and manages claims against the City. The City Clerk is responsible for the records management, preparation of and standardization of ordinances, resolutions, preparation of legal publications and documents for recording per legal requirements. Responsibilities include progressive and effective supervision of employees. Work is performed with considerable latitude for independent judgment, actions, and decisions.The following duties are a representative summary of the primary duties and responsibilities:Manage the production and publication of City Council agendas and minutes and be the subject matter expert in the systems that provide for efficient, accurate and transparent stewardship of these permanent records.Develop, implement, and maintain a system of standardization for the production, approval, and retention of City records such as ordinances, resolutions, minutes, public and legal notices, policies, procedures, contracts, and interlocal agreements. Review documents created by City staff prior to presentation for approval of Council or the Mayor to ensure compliance with standards.Ensure the accuracy of ordinances codified and integrated into the Lynnwood Municipal Code (LMC). Work with Council, Mayor and City staff to identify portions of the LMC for improvements, ensure stakeholder coordination, and coordinate legal review of changes.Serve on the information governance committee, work closely with Director of Information Technology on electronic records standards, policies, and security; ensure planning for current and new systems supports and maintains records for proper retrieval and disposition.Coordinate departments' retention, destruction, cataloging, imaging, storage, and retrieval of records.Serve as the City's Public Records Officer and oversee the operation of the City's central records center. Respond to all requests for records, coordinate annual state reporting for all city records disclosure, coordinate with legal resources to minimize risk and maximize transparency of governmental functions.Ensure the City's compliance with applicable laws, such as public notice requirements, public disclosure provisions of the Washington State Open Public Records Act, and records retention schedules set forth by the Washington Secretary of State, and the Washington Open Public Meetings Act.Manage the City liability and property insurance, bonding of Officers and Directors as applicable to their positions, oversee the processing of claims against the City, damages to City property and coordinate with City insurance provider to manage cost and claims processing. Coordinate with Department Directors and elected officials to communicate areas of risk and develop strategies to provide training and resources to mitigate loss.Supervise assigned personnel including recruitment, performance management, coaching, and disciplinary actions. Provide professional development to staff to ensure proper handling of complex and sensitive tasks.Oversee the City mail and parcel services, coordinating service between various locations. Complete allocation of services to various departments served.Prepare and record oaths of office, manage elections information for the City, attest documents, and provide notary services.Provide City-wide training on public records disclosure, proper records retention, and disposal.Monitor the receipt and opening of bids and proposals provided to the City for potential contract award. Track and report on City contracts, Interlocal Agreements, and other contractual documents.Establish and maintain a City-wide repository for adopted policies, provide access to staff and the general public. Assist departments and offices with the development of applicable policies, review for compliance with City standards prior to adoption by Mayor or Council.Hearing Examiner and Municipal Court Judge Oversee the selection process for qualified candidates. Coordinate the interview and appointment process with the Mayor and City Council.Public Defense and Prosecuting Attorney contracting. Coordinate the selection and contract administration for contractors for primary and conflict defense services and Prosecuting Attorney services. Incorporate department and court information in the management of the services as needed.Direct and/or perform all City formal bids, requests for proposals, qualifications, and other appropriate vendor sourcing initiatives; manage the evaluation processes. Assure all processes comply with Washington State law and the Lynnwood Municipal code. Provide City ordinances and applicable Court rulings and audit interpretations. Manage City Council approvals and Mayor's signature as appropriate per City ordinance.Delegate responsibility and appropriate authority to assigned staff. Monitor daily work activities to assure the timely and accurate completion of functional responsibilities for staff on site and remotely performing their duties.Conduct applicant job interviews. Select, orient and train new employees. Assure the availability of adequate staff equipment and facilities.Prepare and conduct oral and written employee performance evaluations. Recognize superior job performance. Effect correction in undesirable trends in performance consistent with established City policy.Participate in City and Division long range, strategic planning activities. Prepare and recommend objectives, methodologies, and associated schedules.Develop budget proposals based on needs and resources; review reports and assure adherence to approved budget; assure that section operates within assigned responsibility and authority.Bachelor's degree in business or public administration, records management, or related field, plus five (5) years of progressively responsible public records or contract management experience, including two (2) years of supervisory experience, or an equivalent combination of experience and education. Proficiency with Microsoft Office software is highly preferred. Certification as a Certified Municipal Clerk or Master Municipal Clerk is desirable. Certification as a Certified Public Records Officer is desirable. Requires successful completion of a background check. Must have a valid Washington State Driver's license, with a driving record acceptable to the City's insurance carrier.