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Bellevue, WA - Deputy City Clerk

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City of Bellevue: Deputy City Clerk

JOB TITLE:

Deputy City Clerk

JOB FAMILY:

Administrative

JOB TITLE CODE:

  

EEO CODE:

Professional

DEPARTMENT(S):

City Clerk

WAGE SCHEDULE:

G

FLSA STATUS:

Exempt

EFFECTIVE DATE:

January 1, 2001

JOB SUMMARY

Manages an assigned set of operations in the City Clerk's office, including the Community Councils' office and central City information center. Serves as City Clerk in his/her absence; oversees the provisions of a variety of key support functions to City administration and the legislative process.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Assists in the management and supervision of assigned operations to achieve goals within available resources; plans and organizes workloads and staff assignments; trains, motivates and evaluates assigned staff; reviews progress and directs changes as needed.
  • Provides professional advice to elected officials; makes presentations to elected officials and Community Councils.
  • Tracks legislative process to ensure timely Community Council participation; research Community Council issues; coordinates with City staff to address Community Councils' issues; draft legislation for Community Councils' consideration; drafts correspondence for Community Councils; schedules meetings of Councils and takes minutes; maintains historical records of the two Councils; prepares and submits council budgets.
  • Supervises Information Center staff; manages the direction of the Information Center; ensures general information is available on City services; prepares materials for public distribution and coordinates volunteer activities.
  • Prepares a variety of studies, reports and related information for decision-making purposes.
  • Supports the maintenance of City records and public documents; performs certification and recording for the City as required on legal documents and other records requiring such certification; seals and attests by signature to ordinances, resolutions, contracts, easements, deeds, bonds or other documents requiring City certification; catalogs and files all City records.
  • Attends regular and special Community Council meetings; oversees or performs an accurate recording of the proceedings and preparation of the minutes proper legislative terminology, recording, indexing and filing for the public record; distributes information as requested.
  • Prepares reports and surveys for Community Council meetings as directed.
  • Provides public records and information to citizens, civic groups, the media and other agencies as requested.

SUPERVISION RECEIVED AND EXERCISED

Works under the general supervision of the City Clerk.

Exercises supervision over support staff and/or volunteers in the City Clerk's Office, as assigned.

EDUCATION AND EXPERIENCE REQUIREMENTS

Graduation from an accredited four-year college or university with a degree in business or public administration, or related field.

Five or more years of progressively responsible related experience working with elected officials or boards of directors; and/or in public budgeting/finance, records management. Supervisory experience required.

Or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

Municipal Clerk certification required, may receive while in position.

Public Notary license preferred.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

Working knowledge of the principles and practices of modern public administration; Extensive knowledge of office practices and procedures; Thorough knowledge of modern records management techniques, including the legal requirements for recording, retention and disclosure.

Knowledge of databases and spreadsheet programs utilized by the City; knowledge of web-based research capabilities; knowledge of electronic records management system; ability to format data to facilitate efficient update of the City's web page.

Ability to provide leadership, counsel, motivation and constructive performance reviews to staff, securing their respective commitments to the department's goals.

Skill in identifying emerging issues, developing and implementing new approaches and/or refining the department's organization structure to generate desired results as efficiently as possible; ability to anticipate and resolve problems before a crisis ensues.

Strong ability to maintain confidences and routinely handle extremely sensitive and political information; skill s in human relations, diplomacy, tact and negotiating.

Ability to negotiate and administer contracts with outside vendors and service providers.

Ability to develop and maintain productive relationships with elected officials and community council members.

Understanding of the City's political environment and sensitivities; ability to function effectively within that environment.

Skill in researching complex issues and developing recommended actions; ability to conduct complex administrative studies. Ability to prepare informative financial reports and deliver persuasive, succinct presentations to senior management, elected officials and community groups as required.

Skill in effective, clear and persuasive oral and written communications to individuals and groups.

PHYSICAL DEMANDS

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms. Vision abilities required by this job include close vision and the ability to adjust focus.

The employee may be required to push, pull, lift, and/or carry up to 20 pounds.

The noise level in the work environment is usually moderately quiet.