Administrative Assistant/Deputy City Clerk
Administrative Assistant/Deputy City Clerk
Salary Range - $5,037 - $5,854 (monthly) plus Excellent benefits.
Employment Type – Non-Exempt Position, Represented by Teamsters, Local 763
Department – Central Services
Reports To – City Clerk
Work Schedule – City Hall operating hours, 7:30 am to 4:00 pm, Monday through Friday Evening and weekend hours may be required
Position Posted – September 10, 2018
Closing Date – September 23, 2018
General Responsibilities – The position performs administrative and clerical work in direct support of the City Clerk’s Office and acts in the capacity of the City Clerk in his/her absence. This position works with detailed, complex, and sensitive materials, exercises independent judgment involving a variety of clerical, licensing, records management and direct public service functions while maintaining confidentiality. This position also supports the elected and appointed bodies, including City Council, Civil Service Commission, Park Board, and the City Manager.
Essential Job Functions
- Provides administrative support to prepare Official City Council agenda packets, reviews materials for grammar and content accuracy, completeness and clarity. Proofreads and distributes agenda packets.
Attend regular meetings of elected and appointed bodies, including Park Board, Civil Service Commission, and occasionally City Council.
- Takes and transcribes meeting minutes; prepares and distributes minutes and reports. Schedules and sets up meeting rooms.
- Provides information to City staff and the public related to City Council actions, City policies, and City regulations by directing them to the City web site, providing Council minutes, and, or referring them to appropriate staff members. Assist the City Clerk in responding to Public Records Requests as directed.
- Provides administrative assistance to supervisor and other Department Directors as needed.
- Assists in developing or improving general office procedures and processes by providing input into systems and processes.
- Provides reception coverage, answers phone, responds to questions and refers inquiries to appropriate staff.
- Posts and sends out meeting notices, flyers, and other City notices as directed by the City Clerk or other department directors through the City’s communication system.
- Process affidavits of publication for ordinances and legal notices.
- Sorts and distributes incoming mail, packages/parcels, and faxes for City Hall.
- Orders supplies and maintains a variety rosters and tracking logs.
Essential Job Functions (continued)
- Maintain records of appointments to City boards and commissions, assist with annual appointment process and the upkeep of rosters.
- Investigates and follows-up on citizen requests for service, complaints, and requests for information and records.
- Assist in the public bidding process.
- Cashiering, invoicing, petty cash, and bank deposits responsibilities.
- US Passport Acceptance Agent.
- Provide Notary Services to the public.
- Work flexible evening/or weekend hours as required.
- Maintain regular, reliable, and predictable attendance to fulfill the essential functions of the job.
- Other related duties as assigned by the City Clerk or City Manager.
Qualification Requirements
- Any combination of education and experience equivalent to graduation from a high school plus three (3) years of increasingly responsible related work experience.
- Establish and maintain positive and effective working relationships using tact and diplomacy with co-workers, elected officials, customers, community partners and outside agencies.
Skills And Ability To:
- Maintain an accurate and organized filing system.
- Welcome and direct visitors with a professional demeanor.
- Use independent judgement and personal initiative.
- Frequently reprioritize work and coordinate several activities simultaneously despite interruptions.
- Maintain attention to detail.
- Work independently and cooperatively with others.
- Maintain integrity of work by taking responsibility and accountability for completion of work.
- Respond to and assist in the resolution of inquiries and complaints.
- Establish and maintain positive and effective working relationships using tact and diplomacy with co-workers, elected officials, customers, and outside agencies.
Desired Experience/Qualifications
- Previous experience in municipal government, particularly the City Clerk’s Office.
- Possess Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) designation or be eligible to by a date established by the City.
- Knowledge of Washington State Retention Schedule and associated records management requirements.
- Knowledge of or familiarity with the Washington State Public Records Act and Open Public Meetings Act.
Working Conditions And Physical Abilities – Requires the mobility and manual dexterity to work in a standard office environment, use standard office equipment and attend off-site meetings; sit in meetings for long periods of time; speech and hearing to communicate in person and by telephone; vision to read handwritten and printed materials and a computer screen; strength and agility to lift and carry items weighing up to 20 pounds. Some accommodations may be made for some physical demands for otherwise qualified individuals who require and request such accommodations. Work is generally performed in an office setting. The noise level in the work environment is usually quiet.
The City of Medina is committed to providing a work environment that is free of discrimination and promotes a diverse work force. We are an Equal Opportunity Employer.
All City of Medina employment offers are contingent on the applicant meeting the requirements of the Immigration Reform and Control Act as set forth in EEOC Form 164 (EEO-9). This Act requires the City of Medina to verify the identity of every new employee as well as their legal right to work in the United States. This verification requires you to complete the Government’s Employment Eligibility Verification Form (I-9) and present the required documentation on the first day of employment.