Assistant City Clerk

2 weeks ago

Seattle, Washington, United States City of Burien Full time
Job Overview

The City of Burien is dedicated to fostering an inclusive environment that values diversity and promotes equity across all levels of our organization.

The role of the Assistant City Clerk encompasses a variety of complex administrative, legislative, and technical responsibilities in support of the City Clerk's Office, which includes the management of official municipal records. This position is pivotal in handling public records requests, preparing documentation for Council meetings, and providing essential assistance to residents and business owners regarding permitted activities and events.

Key Responsibilities

  • Facilitates the preparation of City Council meeting agendas and accompanying materials, including the drafting of minutes for meetings and workshops.
  • Assists in the logistical arrangements for Council meetings.
  • Attends and participates in City Council meetings.
  • Supports the publication, recording, distribution, indexing, and retention of City Council proceedings, providing information on Council actions as required.
  • Acts as the backup custodian for official City records and the corporate seal.
  • Contributes to the City's Public Records Disclosure and Records Management processes.
  • Manages the processing and response to Public Records Act requests, ensuring compliance with legal standards.
  • Prepares and certifies records as necessary, and assists in the publication of official legal notices in accordance with established procedures.
  • May assist during bid openings and compile bid results.
  • Provides notary public services and voter registration assistance.
  • Coordinates local elections in collaboration with the relevant election division.
  • Ensures timely appointments to the City's citizen advisory committees.
  • Assists in the drafting and review of ordinances and resolutions.
  • Ensures adherence to City Council policies and procedures.

Additional Duties

  • Conducts administrative and research tasks for the City Council, enhancing communication between the Council and other City Departments.
  • Assists in budget preparation related to City Clerk functions.
  • May participate in various committees, including the Communications Committee.
  • May provide backup support at the front desk.
  • Performs other assigned duties as needed.

Supervisory Role

Oversees the Records Coordinator and may provide guidance to clerical staff, volunteers, or interns.

Qualifications

Knowledge:

  • Functions and responsibilities of the City Clerk's Office.
  • Relevant state and local laws regarding public records and elections.
  • Records management systems and techniques.
  • Principles of records retention and public records requests.
  • Technical procedures for archiving and retrieving public documents.
  • Structure and operations of municipal government.
  • Proficiency in Microsoft Office Suite.
  • Strong oral and written communication skills.
  • Interpersonal skills demonstrating tact and courtesy.

Skills:

  • Ability to plan and organize operations within the City Clerk's office.
  • Maintain confidentiality of sensitive information.
  • Research and analyze data effectively.
  • Establish and maintain effective working relationships.
  • Work independently and manage multiple tasks efficiently.

Education and Experience:

A Bachelor's degree in public administration or a related field is preferred, along with three years of relevant administrative or municipal records management experience, or an equivalent combination of education and experience.

Special Requirements:

  • Certified Municipal Clerk status is preferred or to be obtained within two years of hire.
  • Valid Notary License to be acquired within three months of hire.
  • Attendance at all Council Meetings is required.

Equal Opportunity Employer

The City of Burien is an Equal Opportunity Employer, committed to ensuring fair employment practices for all individuals.

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