City Clerk

General Purpose

Under the direction of the City Administrator or their designee, provide a variety of routine and complex supervisory, clerical, and administrative work in the administration of City Government. Responsible for the management and preparation of City Council agenda, legal notices, business licensing, public relations, records management, retention and archives. Serves as the Public Records Officer and Records Custodian for the City including management of public inquires and disclosure and is the local official who administers democratic processes. Manage and direct all aspects of the City’s computer, network, communications, and telephone operations.

Essential Duties and Responsibilities

Provide a variety of routine and complex supervisory, clerical, and administrative work in the administration of the City Government.

Responsible for the management and preparation of City Council agenda, legal notices, public relations, records management, retention and archives and arranges for ceremonial and official functions. 

 

Serves as a Notary, the Public Records Officer and Records Custodian for the City including management of public inquires and disclosure and is the local official who administers democratic processes such as access to City records and all legislative actions ensuring transparency to the public. 

 

Serve as custodian of official 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, and contracts, easements, deeds, bonds or other documents requiring City certification, catalogs and files all City records.

 

Direct the codification of ordinances into the Prosser Municipal Code to ensure comprehensive and cohesive compilation of City laws.

 

Coordinate preparation and revision of legislation with staff and the City Attorney’s office prior to adoption, execution by the Mayor and submission to the codifier. 

 

Provide technical expertise regarding information retrieval and Code reorganization. 

 

Supervise the codification and distribution of City record keeping policy and procedures. 

 

Analyze record keeping, filing, and recording policies and practices related to land use applications such as annexations and vacations and ensure that all due and payable revenues resulting from ordinance and land use actions are received.

 

Direct and oversee the City’s records management and retention program citywide; conduct records management and retention training sessions for personnel citywide; serve as technical expert in the area of records management and retention.

 

Develop procedures for the protection, identification, and recovery of vital records; directs the recovery of records damaged or destroyed in the event of a disaster.

 

Prepare agendas, minutes, Council packets, and other associated documents; attend work sessions, special meetings, and City Council meetings;

 

Oversees or performs an accurate recording of the proceedings, preparation of the minutes in proper legislative terminology, recording, indexing and filing for the public record; distributes information as requested.

 

Draft legal advertising notices and special meeting notices for distribution to the Mayor, Council Members, and Department Directors in accordance with regulations as set forth in the Revised Code of Washington and Washington Administrative Code;

 

Communicate with Council Members and others as necessary to provide reminders of special meetings or changes in meeting times.

 

Assure compliance with the Open Public Meetings Act, public notice requirements, and all legal requirements associated with public records; functions as Public Records Officer citywide; manages all responses and coordinates requests for official City records.

 

Administer public bidding procedures in accordance with local, State and Federal laws; officiate at bid openings and determine responsiveness of bids prior to Council award of contract.

 

Evaluate and oversee the City’s contracts and procedures to assure compliance with existing local and State laws and recommend revisions when warranted.

 

Direct the preparation, distribution, and disposition of legislative support documents associated with vacations, annexations, and local improvement districts. 

 

Serve as legislative historian by establishing accurate and complete records. Evaluate and recommend records management system software, equipment, filing systems, and other new equipment proposals, coordinate and installation with vendors, contractors, and staff; design implementation procedures, evaluate configuration of equipment for optimal use; schedule employee training; and coordinate maintenance of equipment.

 

Communicate with the public and other agencies to respond to and resolve complaints, conflicts, concerns and questions from public/private agencies concerning City records services, policies and procedures, activities and programs; and exchange information to encourage cooperation, improvement and efficiency of City records and associated information services.

 

Assist the City Administrator as the City’s Public Information Officer (PIO) and a liaison to the other departments of the City to ensure timely, accurate, and responsible reporting of important information to the community and other interested/impacted parties. 

 

Administers Oath of Office to public officials.

Information Technology (IT) Director

Oversees tasks related to website maintenance citywide to ensure site is current at all times; recommends and implements changes or updates to the website which are beneficial to the community. Responsible for the daily operation and planning of the City’s Information Technology/Systems including hardware and software management, network sustainability, communications, and license management.  Oversee the telecommunication system and acquisition; short and long range planning for future information technology services such as enhanced Internet access, interagency connectivity, and internal system improvements.  Perform leadership, direction, goal setting and planning role; oversee major information technology acquisition project management activities.  Work cooperatively with staff and the City’s contracted IT service provider to develop and maintain high levels of customer service, professionalism and problem resolution.  

Department Administration 

Provide leadership and direction in the development of short and long range plans; gather, interpret, and prepare data for studies, reports and recommendations. Develop, revise and implement City and department policies and operating procedures, and recommend adjustments in programs, activities, policies and objectives. Establish departmental goals, objectives, priorities, and performance criteria; monitor and measure and implement corrective actions and objectives for the innovative and prudent management of the performance.

 

Prepare, present, monitor and control annual departmental budgets; approve expenditures; present programmatic budget requests; select consultants as necessary; review work of consultants and authorize payment of services.

 

Issues written and oral instructions; assigns duties and examines work for exactness, neatness, and conformance with objective.

 

May serve as staff on various boards, commissions, and committees.

 

Negotiate and administer contracting process, including monitoring compliance, for a variety of consulting, maintenance, and technical service contracts.

 

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Requirements

Minimum Qualifications

- Graduation from a college or university with a bachelor’s degree in business management, records management, public administration, or a closely related field, or,

- Four years of related experience; or,

- Any equivalent combination of education and progressively responsible experience, with additional work experience substituting for the required education on a year for year basis.

- Current Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) designation

- Proficiency in Information Systems cooperative strategies

 

Physical Demands

The physical demands 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 essential functions.

 

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to operate, finger, handle, or feel objects, tools, or controls, and reach with hands and arms.

 

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Summary

Prosser, the County seat, is located 35 miles west of the Tri-Cities of Richland, Kennewick, and Pasco and 50 miles southeast of Yakima. It is a 3-hour drive from Seattle, Portland, or Spokane. The local economy centers on agriculture and tourism. Prosser is a spirited community known as the birthplace of the Washington Wine Industry. It features more than 30 wineries, 25 annual community events, and is the destination for many tourists coming from the Northwest and beyond. It also offers the Walter Clore Wine and Culinary Center which promotes Washington State agriculture by engaging visitors to learn, experience, and appreciate the quality and diversity of Washington’s wine and food products. 

Quality of life in Prosser is exceptionally high. The community has low crime, no traffic congestion, clean air, a strong commitment to youth services, and a very relaxed atmosphere.