City Clerk

Salary : $77,964.00 - $87,744.00 Annually
Location : College Place, WA
Job Type: Full-Time
Job Number: 2000056
Department: City Clerk
Opening Date: 12/11/2025

Description

The City of College Place is seeking a dedicated and detail oriented full-time City Clerk. Primary duties include managing and coordinating the activities of the City Clerk's Office including serving as custodian of all records associated with the proceedings of the City Council, contracts, and all official documents; oversee the public disclosure process in coordination with all city departments. Duties include establishing processes, procedures and techniques for accurate maintenance of city records in accordance with all applicable city, state, and federal requirements; ensure that city records are researched, analyzed and processed for public disclosure in accordance with federal, state, and local laws and regulations; attend, record, maintain, and attest to the official meetings of the City Council and various boards and commissions.

SUPERVISION RECEIVED:
Serves under the direction of the City Administrator.

SUPERVISION EXERCISED:
Deputy City Clerk/Events Coordinator
Essential Job Functions & Knowledge, Skills and Abilities

ESSENTIAL FUNCTIONS

Depending upon assignment, the incumbent may perform a combination of some or all of the following duties, which are a representative sample of the level of work appropriate to this class.

• Employees of the City of College Place are expected to model and foster the City's core values: Open and Honest, Cooperation, Respect, Service, & Diversity.
• Prepares City Council agenda and electronic packets, including coordinating and reviewing agenda documents and distribution; ensures City Council procedures have been maintained, and that legal notices and publication requirements have been met.
• Attends regular and special City Council meetings; performs an accurate recording of the proceedings and preparation of the minutes, using proper legislative terminology; maintains City Council action database and related logs for Council information; and performs meeting follow-up activities including publication and filing of ordinances and resolutions for City Council.
• Serves as custodian of official City records, public documents, and the City seal; performs certification and recording for the City as required on legal documents and other records requiring such certification; seals and attest by signature to ordinances, resolutions, contracts, easements, deeds, bonds, or other documents requiring City certification; catalogs and files all City records and complies with federal, state and local retention policies.
• Serves as technical advisor to the City Council and staff on parliamentary procedures and effective meeting techniques. Assures compliance with statutory procedures and public notification.
• Acts as the Public Records Officer for the City, directs the public records processes, coordinates compliance with public disclosure requests within all city departments, and ensures compliance with City administrative procedures, state, and federal laws. Evaluates and updates organization procedures as needed. Provides guidance to staff on public disclosure regulations. Administers the City's Public Records Request portal.
• Maintains knowledge of new and revised legislation related to areas of responsibility and implements changes to College Place Municipal Code (CPMC) as may be required.
• Ensures compliance with all relevant state and City legislation for handling, processing, and maintaining official records, legal and public notices, open meetings act, public disclosure, and records management.
• Maintains website content information relating to City Council meeting information, Public Records Requests and other City Clerk functions.
• Participates in planning for the next budget cycle, estimating future costs and recommending department budget requests.
• Coordinates City elections/ballot items with the County.
• Supports the vision, mission, values and goals of the City in serving our customers and fosters a positive environment by personally choosing behavior aligned with our values and rules of conduct.
• Composes and issues legal notices in compliance with State law.
• Directs, plans, organizes and evaluates clerical services required to support the City's advisory boards and commissions; supervises application process, maintenance of membership rosters, preparation and maintenance of minutes, and facilitate regular training and educational opportunities.
• Act as the Notary Public for the City.
• Consistent & predictable in-person attendance.
• Performs related duties as assigned.

KNOWLEDGE REQUIRED:

• Regulations, principles, and practices of maintaining and managing public records, elections, public meetings and legal notices.
• Public disclosure laws.
• Parliamentary procedures.
• Records management systems, techniques, and technology.
• Computer applications, and related equipment, to perform daily tasks and records management.
• Effective oral and written communication skills.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Interpersonal skills using tact, patience, and courtesy.
• City organization, operations, policies, and objectives.

SKILLS/ABILITIES REQUIRED

• Maintain confidentiality of politically sensitive materials and information.
• Read, understand, interpret, apply and explain complex codes, rules, regulations, policies and procedures.
• Establish and maintain effective working relationships with diverse populations, co-workers, other agencies and the public. Work cooperatively with others as a member of a service-oriented team.
• Interact in a positive, courteous and professional manner with personnel of other agencies, public officials, city employees and the public utilizing tact, patience and courtesy.
• Think logically and communicate effectively via oral and written presentations.
• Work independently from general guidelines and broad program objectives.
• Synthesize complex requests into key terms for electronic records searching.
• Perform responsible and complex technical and administrative work using independent judgment, initiative and discretion.
• Present information to diverse groups.
• Identify and utilize many sources of information for research purposes.
• Effectively prioritize and organize multiple assigned tasks to individuals and work groups, meeting strict legal timelines and accuracy requirements.
• Work safely and in compliance with federal and state laws, city policies and standards.
• Maintain a work environment free of discrimination, harassment, and retaliation.
• Promote diversity and multi-cultural understanding in the workplace and the community.

Education and Experience; Licenses, Certifications & Other Requirements

MINIMUM QUALIFICATIONS:
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Bachelor's degree in business, Public Administration, Political Science or a related field. Three or more years' experience in local government administration or records management. An equivalent combination of education and experience to provide sufficient evidence of the successful performance of the essential elements of the job such as those listed above. Municipal government experience is preferred.

LICENSE & OTHER REQUIREMENTS:
This position is required to possess a valid driver's license and the ability to meet the City's driving standards. Certified Municipal Clerk (CMC) or ability to obtain CMC within 4 years of hire. Incumbent to follow adopted city personnel and safety policies.
Working Conditions

Environment
The work is generally performed within an office environment, which may include an open cubicle office setting. Will require occasional trips to other city offices and other agency offices for business purposes, and in inclement weather. Lighting and temperatures are typically adequate, and there are little to no hazardous or unpleasant conditions caused by noise, dust, etc. The noise level in the work environment is usually quiet to moderate. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies/procedures.

Physical Demands
Generally sedentary in nature, but may require standing and walking, and the ability to intermittently kneel, stoop, bend at the waist, twist at the waist and reach, or sit for long periods of time. Operate a motor vehicle to visit various City and meeting sites. Must be able to read, write, and communicate clearly. Ability to lift, push, carry or pull materials and objects weighing up to 20 lbs. on occasion using proper lifting techniques. Operate standard equipment for assigned tasks. Good vision to read print and a computer screen. Ability to hear and speak to communicate in person, before groups, and over the telephone. Manual dexterity of hands and fingers to include repetitive keyboarding, grasping and reaching.
The City of College Place offers a highly-competitive compensation and benefits package designed to meet the needs of our employees and support our employees' health and well-being. Full-time positions receive the following benefits and have access to the following programs:

• Excellent preferred provider medical plan with substantial City-paid contribution
• City-paid dental and vision plans
• $100,000 basic life insurance with the opportunity to purchase additional life insurance for both the employee and eligible dependents
• Membership in the Washington State Department of Retirement Systems
• 12.5 paid holidays per year
• Generous vacation leave (8-13.34 hours/month depending on tenure)
• Sick leave (8 hours/month)
• Employee Wellness Program
• Employee Assistance Program

Optional Benefits

• 457(b) deferred-compensation plan
• Flexible spending plan
• AFLAC

Benefits may vary based on Collective Bargaining Agreements (CBA) with the City; employees should consult their respective CBA for specific information about their benefits.
01

How many years of experience do you have working for a government agency?

• No experience
• Less than 1 year
• 1-2 years
• 3 or more years

02

Please describe your technology skills and include your proficiency level with Microsoft Office Suite, agenda processing software, public meeting software, and records management software.
03

Briefly describe your experience in learning new database and software systems?
04

Do you have any experience working with boards or commissions? If yes, in what capacity?
05

Describe your experience, if any, processing public disclosure requests and managing records.
06

This position requires you to be a Certified Public Notary. Are you a Certified Public Notary?

• Yes
• No

07

This position requires attendance at City Council meetings and other related meetings. Some of these meetings are conducted during evening hours and will require you to work after normal business hours. Do you have the ability to meet this requirement?

• Yes
• No

08

What interests you about this position and why you would be a good fit?
Required Question

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