Records Administrator/Deputy City Clerk

Do you want a job to challenge your skills, knowledge, and abilities? Do you want a job assisting the public in understanding what a public record is? Do you want a job working in a supportive team environment? The Records Administrator/Deputy City Clerk position requires a person who has:

If you believe this position is right for you, please submit your application to become the Records Administrator/Deputy City Clerk for the City of Kent!

**A cover letter and resume are required to be attached with your online application in order for your application to be considered complete. Incomplete applications will not be considered for this position. Please note that you cannot attach documents to your application after it has been submitted. If you have any questions or concerns regarding your online application, please call our office at (253) 856-5270 and we will do our best to assist you.**

This is a regular, full-time position that is benefited and represented by AFSCME. An unranked eligibility list may be established at the conclusion of the selection process that would be in effect for up to 12 months.

This selection process will include at least one panel interview. Interview dates have not been established. Qualified candidates will be notified of interviews as soon as possible.

This position is open until filled.

SALARY:

$7,603 - $9,284 monthly, depending on experience

For a listing of benefits, please use the following link:

Additional information may also be found in the AFSCME contract, which you can access at

GENERAL PURPOSE:

Under the direction of the City Clerk, incumbent will serve as a subject matter expert on Records Management and the City’s Electronic Content Management system (Laserfiche) and provide high-level expertise and support to the various departments in managing records within the program and create project plans and response plans for changes to the program.

Incumbent is required to exercise a substantial amount of tact, independence, judgment, initiative, must complete work accurately and timely, and must maintain confidences as they relate to sensitive matters.

Work is performed under limited supervision. Self-reliance and having the initiative to take on and complete tasks is key to this position. Supervisor sets overall objectives and available resources. Incumbent and supervisor work together to develop deadlines, projects and work to be completed. Supervisor assists incumbent with unusual situations, which do not have clear objectives or precedents. Incumbent is responsible to plan, prioritize, and carry out work assignments, resolve most conflicts that arise, coordinate work with others and interpret policies on own initiative in terms of established objectives. Incumbent keeps supervisor informed of progress, potentially controversial matters or far-reaching implications. Work is evaluated for technical soundness and conformity to practice and policy.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Lead the City’s records management process in compliance with the City policies and state law, and provide expert-level advice and guidance to staff and senior leaders.

In coordination with the City Clerk, assist in the development, implementation, and administration of a Citywide records management system. This includes policies and procedures, retention and disposition schedules, data collection and document managing systems and software, training, maintenance and outreach programs for City officials and staff.

Serve as a liaison for all City departments for records transmittal and archiving processes. Oversee the transfer of historically valuable records to the State Archives. Maintain archival and historical storage of city record that are not transferred.

Serve as key advisor and technical expert for City departments on records management, including provide ongoing assistance in the form of records related research, problem solving, and training on proper Records management to City staff.

Coordinate with IT to establish the objectives for maintaining compliance with external regulations and internal policy; work with vendors and IT to design and implement architectures that include network, servers, interfaces, databases, integrations, and security.

Organize and maintain the City’s Electronic Content Management program functions for the City Clerk’s Office.

Develop interdepartmental and/or partnerships with outside stakeholders; acts in a liaison capacity with other governmental agencies related to policy and professional standards (e.g., ARMA, WAPRO). Serves as primary liaison with the Secretary of State’s Office and Local Records Committee in representing the City’s records management needs and interests.

Participates in the records and information management contracting process, to include tracking, routing, indexing and reviewing contracts to ensure insurance and all other required documents and signatures are attached.

Serve as designee to the City Clerk and assume City Clerk responsibilities in his/her absence, as assigned.

Coordinate electronic and hard copy filing and distributing of all City Council legislative documents (ordinances, resolutions, minutes) following City Council meetings, making sure all documents are signed, stamped and transmitted for publication, codification and/or recording as required by state law.

Assist with data collection, auditing and reporting of information in response to public disclosure requests (e.g., searching Laserfiche, Commvault, Council files) and assures recordkeeping and reporting to comply with audit and policy requirements as assigned.

Provide direct administrative support to the City Clerk; serve as backup to the City Clerk and others within the Clerk’s Office in their absence.

Actively support the mission, vision, values and goals of the City and department.

PERIPHERAL DUTIES:

Perform related duties as assigned.

May act as City Clerk in their absence.

KNOWLEDGE, SKILLS, AND ABILITIES:

KNOWLEDGE OF

SKILLS

ABILITIES

SKILLS FOR THE POSITION MAY BE GAINED THROUGH EDUCATION, CERTIFICATION, RELEVANT JOB EXPERIENCE or a COMBINATION, SUCH AS:

Education: Three years college-level course work in records/information management, library science, business or related field and

Experience: Three years of increasingly responsible administrative experience, including one year of public disclosure experience.

LICENSES AND OTHER REQUIREMENTS:

MACHINES, TOOLS AND EQUIPMENT USED:

Typical business office machinery and equipment used include, but are not limited to, personal computer including spreadsheet and word processing and automated public disclosure management software, printers, telephone, fax and copy machine, calculator.

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 the essential functions.

While performing the duties of this job, the employee is regularly required to sit for extended periods of time; use hands, fingers, and talk and hear. The employee is frequently required to type on keyboard for extended periods of time. The employee is frequently required to stand; walk reach with hands and arms; climb or balance on a ladder or stool; and stoop, kneel or crouch. The employee is frequently required to lift and/or move up to 25 pounds with or without assistance.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORKING CONDITIONS:

Work is performed primarily in an indoor environment, subject to multiple interruptions from employees, telephone calls or the public. While performing the duties of this job, the employee may be exposed to disgruntled or hostile individuals requiring conflict management skills; may work in high, precarious places while stepping on ladders or stepping stools. The noise level in the work environment is usually moderate.