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Job Description

The City of Puyallup is seeking a City Clerk to join the Executive team! The City Clerk will provide strong leadership and innovation to the City Clerk's Office team, comprising of a Public Records Specialist and two Administrative Clerks.  The priority application date is October 7, 2022. 

The successful applicant will serve as the City Clerk under state law and provide responsible administrative support to the City Council and city departments. Manage the City Clerk department, including setting overall direction, goals and priorities for the department.  Plan, coordinate, direct and evaluate activities and functions of the department; develop budgets, policies and procedures; ensure service delivery and provide staff supervision.

Work performance is reviewed for the quality and quantity of the results produced by personnel in the division. Frequent and considerable contact is maintained with department personnel, City employees, City Council, city commissions and boards, vendors and the public.  Work is performed primarily in an office setting.

The City of Puyallup is situated at the foot of Mount Rainier, just east of Tacoma and about 45 minutes south of Seattle.  The city is a prominence regional commercial and service center for Pierce County and boasts a strong, diversified economy. With a community of 43,000, the city and surrounding area offer an array of recreational and community events that make Puyallup a vibrant place to live, work and play. 
 
  • Select, train, motivate, and evaluate department personnel; assign work activities, projects and programs; work with employees to correct deficiencies; and when appropriate implement discipline and termination procedures.
  • Establish division goals, objectives and priorities; develop implementation strategies and timelines; monitor and measure performance; implement corrective action as needed.
  • Establish and maintain effective working relationships with department staff, city staff, officials, vendors, and the public.
  • Serve as the clerk to the City Council for regular and special meetings. Attend City Council meetings and oversee accurate preparation of meeting minutes and official actions; and manage the preparation and distribution of City Council meeting agendas and study session packets.
  • Manage, develop and administer the division's annual budget; forecast funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; implement adjustments.
  • Manage the City's records program with responsibility for maintenance, disposition, and archiving of official city records.
  • Ensure all legal notices are properly prepared and published, and bid openings are properly conducted.
  • Oversee the issuance of special municipal licenses.
  • Coordinate appointment of citizens to Boards and Commissions by City Council.
  • Provide administrative support to the Council Salary Review commission, including scheduling meetings, creating agendas and taking minutes, and researching salary data.
  • Oversee administration (Agenda preparation, staffing meetings, and preparation of minutes) of boards and commissions, including Parks, Library, Civil Service, Fire Pension and LEOFF Disability.
  • Coordinate and implement special projects, such as implementation of new software.
  • Direct the preparation of correspondence, meeting minutes, reports, and other documents, and review and edit materials prepared by others.
  • Serve as liaison to various city departments, citizens, and outside agencies to provide information as requested and provides direction on legislative processes associated with City Council.
  • Attend and participate in professional group meetings; stay abreast of new trends and innovations in records administration.
  • Safely drive city vehicles to off-site city departments and off-site meetings.
  • Maintain regular and punctual attendance.
  • Attend evening meetings and activities in fulfillment of job duties.
  • Maintain confidentiality of sensitive and confidential materials.
  • Performs other duties as assigned.
Knowledge of:
 
  • Principles and practices of management, supervision, training and performance evaluation.
  • Budget preparation and internal control.
  • Program development and systems management in delivery of customer service.
  • Local government organization, operations, policies and procedures.
  • Principles of records management and records retention.
  • State law regarding public meetings and records.
  • Election laws of the State of Washington.
  • State and local law regarding duties of the City Clerk.

Ability to:
  • Plan, implement successfully and evaluate effectively division functions, programs, policies and procedures.
  • Supervise, plan, direct and evaluate the work of subordinates.
  • Communicate effectively, orally and in writing.
  • Interpret and apply legal documents, as well as federal, state, and local regulations, rules and policies, affecting areas of responsibility.
  • Prepare and administer department budget.
  • Attend a variety of meetings and make oral presentations.
  • Operate a computer and standard office equipment.
  • Operate recording equipment during public meetings.
  • Work on multiple, concurrent tasks, with frequent interruptions.
  • Establish and maintain effective working relationships with the City Manager, City officials, department personnel, union representatives, vendors, consultants and the public.
  • Exercise discretion and independent judgement in the performance of job duties and to meet work goals.
  • Safely drive city vehicles to work sites and off-site meetings.
  • Maintain confidentiality of sensitive and confidential materials.
  • Maintain regular, reliable and punctual attendance.

Education and Experience:
Five years of increasingly responsible municipal clerk and records management experience; or a combination of education, experience, and training that indicates the ability to successfully perform the essential functions of the position listed above.
 
SPECIAL QUALIFICATIONS:
  • Must possess a Notary Public License issued by the State of Washington or have the ability to obtain one within three months of appointment.
  • Complete certification as a municipal clerk within four years from date of hire.
  • Must be bonded.
  • Possession of or the ability to obtain and maintain throughout employment a valid Washington State driver's license.
Constant use of sight, hearing, and speech abilities necessary to perform essential functions and to communicate with others. Constant fine finger manipulation and use of hands and arms in reaching/handling/fingering/grasping while operating office equipment and computers, preparing written documentation, handling paperwork, etc. Frequent sitting, may be extended at times, while doing desk activities. Frequent bending/twisting at waist/knees/neck while working at desk, worktable, or moving from sitting to standing position. Frequent standing in combination with walking (short distances) throughout work shift in office areas. Occasional lifting/carrying up to 25-pounds and pushing/ pulling force up to 10 pounds. Works primarily indoors in an office environment with low noise levels, with occasional travel to other work sites. Required to work evenings, including public meetings.

SELECTION PROCESS
Those applicants whose qualifications most closely correspond to the City's current needs will be contacted for interviews and/or testing. The appointing authority may conduct second interviews.
Notification – Following submission of application, an email acknowledgment receipt of application is given. Persons selected for an interview and/or testing will be notified by email, normally within 15 working days following the closing date on the job announcement.
Not Selected – No formal notification is usually sent by the City to applicants not selected for an interview or test. Should the same or another position open for which the applicant wishes to apply, he/she must apply online for each new opening.
 
GENERAL INFORMATION
Essential Functions – The statements contained herein reflect general details as necessary to describe the principal functions for this job, the level of knowledge, skills and abilities typically required and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods, or to balance the workload.
Hours of Work– Normal work hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., with one (1) hour lunch.  Attend evening meetings and activities in fulfillment of job duties. The City supports a telework policy that allows employees to work remote up to two days per week.
Union Affiliation – This position is a non-represented position.
Equal Employment Opportunity – The City of Puyallup is an Equal Employment Opportunity (EEO) employer and does not discriminate in any employer/employee relations based on race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, genetic information, veteran's status or any other basis protected by applicable discrimination laws.
Background - The City of Puyallup will need to obtain the proper background and criminal history information pursuant to RCW 43.43.830/832 for positions where the employee will or may have unsupervised access to children, developmentally delayed persons or vulnerable adults.
Disability – In compliance with the Americans with Disabilities Act, disability will be considered only in the context of an applicant's ability to perform essential functions of the job and to determine reasonable accommodation. Accommodation to participate in the job application and/or selection process for employment will be made upon request with reasonable notice. Please contact the Human Resources Department for further information. The physical demands described in this job announcement 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.
Identification – Applicants who are offered employment with the City are required to provide proof of identity and authorization to work in the United States within three days of date of hire, as required by the 1986 Federal Immigration Reform and Control Act. A list of acceptable documents verifying identity and authorization to work will be provided to those who are offered employment.  The City uses E-Verify program.
Drug-Free Workplace –The City of Puyallup is a drug-free, tobacco-free workplace.
Note – The provisions of this job announcement do not constitute an expressed or implied contract. Any provision contained herein may be modified and/or revoked without notice.

Company Overview

  • Website cityofpuyallup.org
  • Headquarters PUYALLUP, WA
  • Size 200 - 500
  • Founded
  • Type Private
  • CEO
  • Revenue $5M - $10M
  • Industry Retail & Wholesale
  • About city of puyallup
  • Land of the Generous People Puyallup supports our Ft. Lewis Community Connector - The 5th Brigade, 2nd Infrantry Division, Stryker Brigade Combat Team stationed in Afghanistan. A recent memorial service, attended by Vice President Biden, honored seven members who gave the ultimate sacrifice. About Puyallup - The City of Puyallup is situated at the foot of scenic Mount Rainier in the beautiful Puget Sound region 10 miles east of Tacoma and approximately 35 miles south of Seattle. It's an easy commute on Sound Transit's Sounder train to Tacoma, Seattle and many cities in between. Puyallup Histor ... y - In its early years, Puyallup was known for its hops, berries and flowers. Today many events, such as the Puyallup Fair, the Daffodil Festival and Parade, and the Puyallup Farmer's Market pay tribute to the city's agricultural past. But there's much more happening in Puyallup than meets the eye. Two regional retail centers in downtown and South Hill offer a variety of shopping and dining opportunities. Great parks, excellent K-12 schools, and a modern regional medical center, are some of the amenities that visitors and residents have come to expect and enjoy. Sustainable Puyallup - Puyallup has a growing reputation for promoting environmental stewardship in the community. Its new city hall is tracking LEED gold and many other developments, both large and small, are also incorporating "green" building techniques such as rain gardens, solar panels and green roofs to reduce stormwater runoff from their projects. More