What are the responsibilities and job description for the City Clerk position at City of Spokane?
The City of Spokane invites applicants for the position of
City Clerk
Nature of Work:
Performs responsible administrative supervision and direction of the City Clerk's office. The City Clerk is the secretary of the municipal corporation, public records officer for the city, agent to receive service of process, and editor/publisher of the official Gazette. The purpose of this position is to fulfill various mandated obligations and to perform oversight of various function associated there within. The City Clerk has frequent contact with the general public and other employees.
Supervision Received and Given:
Reports directly to the City Administrator, except in relation to the role of the Pension Board secretary where the City Clerk reports directly to the board. Work is performed, with considerable independence and is characterized by a substantial amount of management and administrative duties in the direction of all office functions. Exercises supervision over professional and clerical personnel and assumes full responsibility for the actions of subordinates.
The following Responsibilities and Requirements are functions the individual who holds or desires the position must be able to perform unaided or with the assistance of a reasonable accommodation.
KEY RESPONSIBILITIES
- Serves as the municipal filing officer; records and maintains contracts, minutes, ordinances, and resolutions and other official documents; attends weekly City Council meetings and keeps accurate records of the proceedings; executes resolutions and attests documents signed by the Mayor, City Administrator, division heads and department heads.
- Supervises the preparation of City Council agenda / agenda packets; follows up on council actions to ensure timely preparation and filing of agreement, resolutions and ordinances.
- Serves on the City's committee to Receive Bids; and oversees the issuance of special meeting
notices. - Acts as custodian of the official seal of the City.
- Serves as Notary Public in the administration of oaths or affirmations; certifies authenticity of municipal corporate documents for public officials, governmental agencies, courts, and the general public.
- Receives, processes, reports on, and validates initiative and referendum petitions; coordinates municipal election matters with the county; and acts as the City's election resources center.
- Prepares and manages the City Clerk Department budget; approves expenditures; and discusses and resolves budget issues with appropriate staff and implements adjustments as necessary.
- Selects, trains, and evaluates personnel issues written and oral instructions; assigns duties; identifies and resolves City Clerk staff deficiencies; reviews and examines the work of department personnel for exactness, neatness, and conformance to policies and procedures.
- Oversees publication of the weekly Official Gazette; publishes legal notices, hearings, ordinances, street vacations, minutes, and other City business.
- Administers the City public records maintenance and retention program.
- Acts as a resource for designated department records coordinators in the management,
preservation, and destruction of public records. - Provides oversight and coordinates activities with other City officials and departments for maintenance
and retention of the City's official records and coordinating the transfer of archival records to the Eastern Regional Archives; and oversees the City's off-site records storage contract, which includes ensuring the availability of records retrieval. - Receives claims for damages, lawsuits, garnishments, and subpoenas; includes processing and responding to subpoenas as needed.
- Oversees updating and maintenance of the Spokane Municipal Code and Unified Development Code to reflect actions of the Council.
- Develops and/or or assists in the development of policies and procedures pertaining to the City Clerk's Office, as well as oversees the administration of policies and procedures as to the distribution to City employees and/or relevant departments, publication in the Official Gazette, and posting to the City's
website. - Oversees and ensures compliance with the Public Records Act; reviews, analyzes, and interprets highly complex and diverse public records requests; assists and/or provides guidance and direction on the processing of public records requests and development of responses; conducts records review as necessary; confers with legal advisors on sensitive matters or as needed; and acts as backup to the Deputy City Clerk/Public Records Analyst on processing and responding to public record requests.
- Prepares training materials and conducts public records training.
- Serves on the Police and Fire Pension Boards.
- Work methods associated with assigned duties; responds to questions and concerns from the general public; provides information as is appropriate; and resolves public service complaints.
Any combination of education and experience which would provide the required knowledge, skills and abilities, is qualifying. Generally, this would include:
- Graduation from a college or university with a Bachelor's degree in records management, public administration, business management, or a closely related field;
- and five years of related local government records management experience.
- Must obtain and maintain at minimum an IIMC designation as a Certified Municipal Clerk (CMC).
- An IIMC Master Municipal Clerk (MMC) designation is desirable.
- Must maintain Notary Public license.
- WAPRO Certification preferred.
BEHAVIORAL STANDARDS
As an exempt employee of the City of Spokane, the City Clerk is subject to the City’s Code of Ethics set forth in Chapter 1.04A of the Spokane Municipal Code. As such, “it is the policy of the City of Spokane to uphold, promote, and demand the highest standards of ethics from all of its employees who shall maintain the utmost standards of responsibility, trustworthiness, integrity, truthfulness, honesty and fairness in carrying out their public duties, avoid any improprieties in their roles as a public servant including the appearance of impropriety, and never use their City position, authority or resources for personal gain.
EEO STATEMENT
We are an equal opportunity employer and value diversity within our organization. We do not discriminate on the basis of race, religion, color, national origin, gender identity, sexual orientation, age, marital status, familial status, genetic information, veteran/military status, or disability status.
Salary : $96,737 - $135,636