Salary : $109,992.00 - $139,296.00 Annually
Location : 33325 8th Ave S, Federal Way
Job Type : Regular Full-Time
Job Number : 2500366
Department : City Clerk's Office
Opening Date : 02 / 26 / 2025
Closing Date : 3 / 12 / 2025 11 : 59 PM Pacific
Basic Function
Under the direction of the Mayor's Office, act as the Clerk of the Council for all City Council meetings; prepare Council meeting agendas, materials, and official minutes. Track Council items coming through committees and back to the City Council; maintain an effective records retention schedule for all City records per State guidelines. Manage Citywide off-site records accounts and assist staff regarding archiving and retrieval of historical records. Administer requests for public documents in accordance with the Public Disclosure Act. Serve as election liaison official, to King County.
Essential Duties and Responsibilities
1. Clerk of the Council :
- Prepare and distribute agendas, meeting packets, public notices; setup meeting rooms for regular and special council meetings to include managing presentations involving direct contact and follow up with presenters; staff meetings and record proceeding; serve as parliamentary support; prepare meeting summaries; follow up and index Council actions.
- Coordinate citizen advisory committee / commission interview and appointment processes and maintain appointment records.
- Prepare and maintain proclamations, certificates, and administer oaths of office.
- Maintain and distribute Council correspondence records.
- Maintain and update council profiles, positions, and operating rules.
- Manage and ensure timelines are met for noticing requirements of meetings and official business.
- Schedule special meetings and study sessions as requested by elected officials, staff, outside agencies or the Mayor.
- Provide other administrative and legislative support as requested by Council.
2. Records Management and Historian :
Consult with departments to design and implement a city-wide records management system for digital and printed records that are in multiple applications, formats, and contained in multiple storage medium. Design common filing structure and naming conventions, indexing and cross-index structure; establish records archive and destruction standards. Manage offsite records storage contract and coordinate their filing, retrieval, and destruction.Serve as designated official for public disclosure requests. Coordinate and monitor the fulfillment of requests, and ensure compliance with state and local laws and regulations.Maintain a variety of logs, indexes, and files related to licensing, ordinances, resolutions, claims, council action and others.Safekeep the City seal and attest City documents.Assemble and maintain City's internal administrative policies and procedures.3. Administrative Processes Support :
Coordinate the proper codification of City ordinances.Coordinate administrative hearings; ensure timely delivery of reports; manage Hearing Examiner service contract.Coordinate elections; perform voter registration tasks for the state of Washington; work with King County to coordinate City elections; provide information to citizens, candidates and staff relating to election issues; serve as filing officer for candidates.Review and process Business License denial and revocation4. Department Management :
Select, train, supervise, schedule and evaluate the performance of assigned staff; hold staff accountable for performance of essential job duties, counsel, discipline and recommend termination as appropriate according to established guidelines; provide for training of staff to maintain knowledge of current practices and techniques.Prepare and manage division budget consistent with Council and City's goals.Frequent contact with elected and appointed officials both within City and in other local governments, and with press and general public.Provide general information about the City as requested.Participate as a member of the Management Team.Perform Notary Public duties as requested or required.Maintain regular, reliable and punctual attendance.Education and Experience
Education and Experience :
Any combination of education and experience equivalent to two (2) years of college level course work in business or public administration or related field, administration and five (5) or more years of records management including management of electronic / digital and paper / print record retention / preservation processes including two (2) years of progressively responsible administrative experience involving legal, governmental operations and records / information management; and one (1) year of supervisory experience.
Certification :
Certified Records Manager or Certified Archivist is desired.Certified Municipal Clerk designation required.Notary PublicKnowledge and Abilities
Knowledge of :
State and local laws and regulations regarding public records, elections, voter registration and public meetings.Theories, practices, and technologies on records classification, indexing, archiving, retrieval including electronic / digital records management.Project planning, implementation, and management skills and techniques.Structure and operation of State, County and municipal governments.Parliamentary procedures.Proficient with office application and web publishing software.Oral and written communications skills.Correct English usage, grammar, spelling, punctuation and vocabulary.Interpersonal skills using tact, patience and courtesy.Principles and practices of administration, supervision and training.Applicable federal, State and local laws, codes, regulations, policies and procedures.Basic research methods.City organization, operations, policies and objectives.Familiarity with GovQA (Public Records Tracking Software); Laserfiche; Adobe Pro & Maas 360 (for online Council packets)Ability to :
Plan, organize and direct operations of the City Clerk's office in an efficient and effective manner.Design and implement city-wide records management system involving multiple formats, media, and retention requirements.Manage complex projects with city-wide impact.Analyze and recommend improvement in workflow related to records creation / document processing.Analyze quantitative and qualitative data, compare results, and derive conclusions.Negotiate and manage contracts to achieve desired service standards and results.Develop and administer policies and procedures.Coordinate essential procedures and activities to support City Council legislative activities.Maintain confidentiality of politically sensitive materials and information.Understand, interpret and codify City ordinances.Communicate effectively both orally and in writing.Read, interpret, apply and explain codes, rules, regulations, policies and procedures.Establish and maintain cooperative and effective working relationships with elected officials, employees, and general public.Analyze situations accurately and adopt an effective course of action.Meet schedules and legal time lines.Work independently with little direction.Select, train, supervise, evaluate and motivate personnel.Work flexible hours including early mornings, evenings, and weekends as needed.Physical ability to perform the essential job functions.Demonstrate adaptability, flexibility, attention to detail, and ability to anticipate and address Council needs in arranging public meetings and events.Demonstrated ability to positively and effectively interact with diverse individuals to accomplish a common goal.Environmental Conditions / Physical Effort :
Work is performed primarily in an office environment, typically sitting at a desk for long periods of time. Flexible work hours to attend scheduled or special evening and / or early morning meetings required. Physical demands require sedentary and light work, exerting up to 10 pounds of force frequently, and 20 pounds of force occasionally, and or a negligible amount of force constantly to move objects. Employee may be exposed to noise from basic office equipment operation.
The City of Federal Way offers a complete benefits package to regular status full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.
Regular status part-time employees, receive benefits on a pro-rated basis.
To learn more details, visit our benefits page.
Salary : $109,992 - $139,296
