Basic Function
Under the direction of the City Clerk, perform professional, administrative and technical duties in support of the City Clerk Department. Coordinate appropriate, compliant, and accurate management of all physical and electronic City records. Participate in the development, implementation, and review of city-wide public records management. Monitor and assist other city departments with records management as needed to ensure compliance with city policies and state retention schedules. Provide support to the Public Records Analyst in processing public disclosure requests. Work collaboratively with the City Clerk to ensure transparency of the legislative process. Act as the City Clerk in the incumbent’s absence.
Essential Duties and Responsibilities
Perform a variety of complex administrative and technical duties in support of the City Clerk Department. Perform the duties of the City Clerk in incumbent’s absence or as requested. Maintain familiarity of all core duties and tasks related to the City Clerk Department, and provide input on the services, programs, and activities of the department.
Analyze, administer, and oversee the city’s records and information management, retention, and disclosure-related policies, procedures, and protocols. Provide ongoing problem-solving assistance to residents, elected officials, and all levels of city staff who are unable to locate records or update data. Troubleshoot and provide problem-solving solutions compliant with regulations, laws and protocols.
Develop and implement procedures, guidelines, and controls for storage, retrieval, tracking, and filing of active and inactive records. Train staff on records management software applications. Ensure compliance with the Public Records Act through appropriate retention, management, disclosure, and disposition of public records.
Guide departments in preparing records for offsite storage and state archiving. Monitor record handling, and ensure retention and destruction measures are followed. Manage off-site centralized records storage. Coordinate accession and retrieval of records from storage.
Maintain and act as administrator of software systems including but not limited to Laserfiche (records repository) and eScribe (electronic agenda management software) in collaboration with IT staff.
Attend regular and special City Council meetings and Commission meetings as required to document the proceedings. Review, edit, and publish approved official meeting minutes, and any other documents needed for a clear and complete record of legislative proceedings.
Compile, prepare, review, and distribute agenda packets for City Council meetings. Work with departments to correct and revise agenda information and supporting documentation. Publish official documents electronically in accordance with established procedures and timelines.
Prepare and publish public notices for all City Council special meetings and public hearings in accordance with the Revised Code of Washington. Gather city-wide public meeting information for preparation and distribution of the city’s weekly meeting calendar.
Coordinate the city’s hearing examiner public hearings, ensuring that the official record of proceedings, documents, recordings, and all other materials related to the proceedings are maintained, organized, and available electronically to the hearing examiner, city staff, and public.
Conduct and coordinate assigned projects. Provide technical support, identify and resolve problems, prioritize tasks, and develop schedules in order to meet critical deadlines.
Prepare Council Chambers for hybrid (in-person and remote) public meetings; coordinate outside groups’ use of City Hall facilities according to adopted policy; maintain orderly setup/restoration.
Answer questions and resolve issues where judgement, knowledge, and interpretation of department policies, procedures, and regulations are necessary. Respond independently to inquiries when appropriate. Recommend changes in procedures and amendments to policies as appropriate to provide a more efficient operation for the assigned functions.
Update all web-based platforms for the City Clerk Department.
Support the relationship between the City of Federal Way and the constituent population by demonstrating courteous and cooperative behavior when interacting with visitors and city staff. Maintain confidentiality of work-related issues and city information.
Maintain regular, reliable and punctual attendance. Work evening and/or weekend hours as assigned.
Perform related duties as required or assigned
Education and Experience
Education and experience equivalent to graduation from high school supplemented by course work in business administration or records management.
3-4years increasing responsible administrative and records management experience.
Records management or public records analyst experience preferred.
Public sector experience preferred.
Certification and Other Requirements:
Valid Notary Public certification or ability to obtain within two months of employment date.
Certified Municipal Clerk certification preferred.
Washington State Public Records Officer certification preferred.
Knowledge and Abilities
Knowledge of:
Principals, practices, regulations and laws of assigned field including: Open Public Meetings Act (RCW 42.30); Public Disclosure Act (RCW 42.56); Attorney General’s Model Rules (WAC 44-14); Washington State Retention Schedules; Robert’s Rules of Order.
City ordinances, codes and municipal government organization, functions, policies, and regulations.
Technical procedures for archiving, indexing and retrieving public documents.
Policy and procedure development and implementation.
Application of legal and administrative standards.
Advanced Technical skills using computers and related software for spreadsheets, word processing, database applications, webpage editing, and software administration.
Interpersonal skills including tact, patience and courtesy.
Professionalism in oral and written communication.
Meeting and group facilitation.
Ability to:
Perform the duties of the City Clerk in the absence of the City Clerk.
Communicate effectively verbally and in writing.
Record meeting proceedings accurately, draft minutes, record motions, and accurately restate when requested.
Establish and maintain cooperative and effective working relationships with others.
Demonstrate ability to positively and effectively interact with diverse individuals to accomplish a common goal.
Read, interpret, apply and explain rules, regulations, and policies including City Code.
Act as administrator to department software programs.
Understand and follow direction given.
Work independently, make decisions, and take appropriate action within broad guidelines.
Assess and prioritize multiple tasks, projects, and demands.
Detail-oriented and organization skills.
Maintain logs, records, and generate reports using software.
Research issues using analytical skills.
Independently problem-solve, make decisions and resolve conflicts.
Work under pressure and adapt quickly to situations and respond in a professional manner.
Work flexible hours including early mornings, evenings, and weekends as needed.
Physically perform the essential job functions.
Environmental Conditions/Physical Effort:
Work is performed primarily in an office and meeting room environment using a computer and other office equipment. Requires frequent written and oral communication with city employees, elected officials, and the public. Flexible work hours to attend scheduled or special evening and/or early morning meetings required. Employee may be exposed to noise from basic office equipment operation, and performs light work exerting up to 40 pounds of force occasionally.
