City Clerk/Records Management Specialist

City of Mukilteo - Mukilteo, WA3.0

Responsible for carrying out administrative functions of the City Clerk's Office as prescribed by state statutes and city ordinances, attends City Council meetings, records, transcribes and prepares meeting minutes. Responsible for risk Management services, management of several programs and support functions.

Essential Duties
Serves as custodian of official City records and public documents; attests by signature to ordinances, resolutions, contracts, easements, deeds, bonds and other documents as required.
Serves as Notary Public and custodian of City Seal; performs official certification and recording as required for legal documents and any other records requiring such certification.
Prepares and publishes meeting notices and legal notices in accordance with established procedures and legal requirements per Washington State law.
Prepares packets for meetings of City Council (regular, special and committees), records, transcribes and prepares meeting minutes.
Oversees City's Record Management Program which includes maintenance of records retention and disposition schedules, archival of official city records, and maintenance of cross reference and indexing systems of official city documents and actions of the City Council.
Agent to receive and coordinate processing of Public Records Disclosure requests in accordance with state law; gathers requested information from City staff, performs research and provides documents, reports and other information as requested by City Administrator, Elected Officials, City staff and the general public.
Acts as a liaison between public records requesters and City staff.
Agent to receive Claims for Damages; coordinates discovery requests in legal actions against the City.
Assists with the Risk Management program which includes serving as insurance pool delegate, coordinating the processing of liability and/or property claims, reviewing insurance and indemnity requirements for contracts and performance bonds, coordinating/conducting Oath of Office training for city officials and staff, and maintaining coverage schedules of city facilities, vehicles, and property.
Coordinates codification of ordinances into City's Municipal Code.
Coordinates election activity and serves as liaison with Snohomish County and the Public Disclosure Commission.
May assist with maintaining and updating City's website which includes composing content
Assists Human Resources Department with filing and archiving in accordance with City Policy and applicable state and federal laws. Assists Executive Department Staff with special projects as needed.
Maintains a high level of integrity and confidentiality.
Performs other related duties as assigned

Skills and Abilities Required:
Knowledge of general City policies and practices related to the functioning of the entire organization.
Knowledge of laws, ordinances, and code regulations governing areas of assignment including but limited to Open Public Meetings Act, Public Records Act, and Mayor-Council form of government.
Ability to perform advanced computer skills using word/data processing and spreadsheet software such as MS Office; experience using web and graphics application software.
Knowledge of principles, practices and techniques of records management and the laws, ordinances, rules and regulations affecting records management in Washington State.
Ability to work independently and cooperatively with others, communicate in a diplomatic fashion and present a positive image of City services.
Maintain confidentiality and use tact and sensitivity in dealing with political issues.
Ability to interrelate numerous task assignments, cope with interruptions and meet rigid deadlines.
Ability to compose correspondence and reports as may be required.

Physical Requirements:
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 will be made to enable individuals with disabilities to perform the essential functions.

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

Duties are performed in an office environment. The noise level in the work environment is usually moderate. Employee must be able to operate a motor vehicle.

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

Employee must be able to perform multiple work tasks at the same time, perform well with frequent interruptions, and tolerate a fairly high level of stress.


Minimum Qualifications (Education and Experience):
Any equivalent combination of education and experience which provides the applicant with knowledge, skills and abilities required to perform the job. A typical way to obtain the knowledge and ability would be:

Experience: At least four years increasingly responsible experience in office operations including direct public contact and maintenance of official documents and records. Experience working for the public sector/municipality preferred.

Education: Associate's degree in Public Administration, Business Administration, Accounting, Records Management or other related field, 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.

Required Licenses and/or Certificates:
Washington State drivers' license
Certified Municipal Clerk within six (6) months of hire
Notary Public within three (3) months of hire

Supplemental Information
The City of Mukilteo is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request.
We encourage workforce diversity.