Sequim Dungeness Valley Chamber of Commerce

City Clerk

City of Sequim
Job Description

The City Clerk's office has considerable interaction with the City Council, citizens, City commissions and boards, businesses, other agencies and staff. This department is responsible for preparation of City Council meeting agendas, packets, meeting notices pertaining to regular and special sessions, the recording of meetings, items before the Council, and actions taken.  The Clerk's department is responsible for maintaining official minutes of all proceedings, records, ordinances, resolutions, and other official City documents and public records; and custody of official records and archives of the City. The Clerk's department is responsible for archiving, storage and destruction of records for all departments, maintaining contracts, resolutions, ordinances, minutes and agendas of City Council, and other City boards and commission meetings, legal advertising, and responding to public document requests under the Public Records Act.

The City of Sequim is a place unlike any other. Here you can solve diverse, complex challenges alongside thoughtful individuals who lead with curiosity, empathy, and optimism. We believe that transformation happens by movement, not mandate. Sure we work hard, but we also craft moments that allow all of us to pause, create, and connect. We encourage our community to bring their whole selves to work, respect the need for work-life balance, and allow for autonomy in the design process and your career.

We welcome your interest in this position. Please include a cover letter and resume for consideration with your application submission.

Essential Duties and Responsibilities

 

  1. Prepares agendas, minutes, Council packets and other associated documents; drafts, reviews and edits staff reports, ordinances and resolutions for content and context for City Council meetings, study sessions and special meetings;
  2. Maintains and updates publication of the Sequim Municipal Code to ensure comprehensive and cohesive compilation of City laws;
  3. Oversees Oath of Office procedures; serves as custodian of the City Seal by notarizing and attesting official documents;
  4. Serves as the City's Public Records Officer, responsible for all public records; assures compliance with the Open Public Meetings Act and public notice requirements; functions as city-wide contact to respond to requests for official City records; works with all departments to preserve and archive vital records;
  5. Drafts legal and special meeting notices in accordance with regulations in the Revised Code of Washington and Washington Administrative Code;
  6. Maintains records of appointments to City boards and commissions; coordinates the appointment process with staff or board contacts; updates membership rosters;
  7. Prepares and oversees City Clerk and Council portions of the budget; processes purchase orders for City Council;
  8. Arranges for Americans with Disabilities Act accommodations for City meetings;
  9. Performs official meeting follow-up activities; investigates and follows up on citizen requests, concerns and complaints including concerns from media, government and private agencies;
  10. As directed by the City Manager's office, researches governmental operational issues and/or confidential issues, determines application of regulations to specific situations and makes recommendations;
  11. Performs other related duties as assigned by the City Manager's office.  Manages, directs, and coordinates the work of assigned personnel and work activities.

 

Minimum Qualifications

A Bachelor's degree in business administration, public administration or related field and three to five years of progressively responsible municipal administrative experience is required. Certification as a Municipal Clerk (CMC) and Notary Public (or ability to obtain both) is required. Master Municipal Clerk Certification (CMMC) is desired.  Excellent oral and written communication and public relations skills is required; intermediate skill using computer programs and standard office equipment, and a WA State driver's license (or ability to obtain) is required. A combination of education and experience that provides the required knowledge, skills and abilities may be considered. 

KNOWLEDGE, SKILLS AND ABILITIES

  1. Knowledge of federal, state and local laws and regulations relating to municipal government structure, operation and jurisdiction; learn and maintain working knowledge of City policies and procedures;
  2. Advanced knowledge of public recordkeeping requirements and records retention schedules;
  3. Knowledge of budget preparation;
  4. Ability to communicate issues orally and in writing to a variety of audiences in a clear, comprehensive, effective and professional manner, with tact and diplomacy;
  5. Ability to present departmental issues and recommendations on major issues requiring policy direction to appropriate advisory bodies and to the City Council;
  6. Ability to plan and supervise the operations of the City Clerk's Department; to update strategic plans to ensure contribution to the City's overall plans and strategies;
  7. Strong business writing skills including ability to draft and interpret City ordinances and resolutions;
  8. This position occasionally has to deal with disgruntled and sometimes hostile individuals, requiring good conflict management skills;
  9. This position performs work in confidence and under pressure for deadlines, and is required to maintain professional composure and tact, patience and courtesy at all times.
  10. Intermediate to advanced business computer skills in a variety of areas, some of which are MS Office Suite applications, electronic document records management, websites and accounting software.
  11. Ability to handle confidential information and material with the highest degree of professional responsibility; and
  12. Ability to exercise sound and ethical judgment in the decision-making processes, appropriate judgment and initiative in carrying out operations within a general set of rules, regulations, and legal prescriptions.

 

Supplemental Information

Team Skills
This position works under the assumption that a team performs better than an individual, and embraces the concept that the sum is greater than the parts.

  1. They balance their need for autonomy with the benefits of mutual interdependence.
  2. They value collaboration over individual accomplishments.
  3. They understand that trust among team members is fundamental to fostering a collaborative environment and to delivering an outstanding work product.
  4. They seek feedback and creative solutions from others.
  5. They create a work environment that facilitates information sharing and collective problem solving.
  6. This staff member is motivated by working for the common good of the organization and its customers.
Contact Information

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