City Clerk

City of Fife - Fife, WA (30+ days ago)4.5

Job Description

To manage, supervise and coordinate the programs and activities of the City Clerk's office; to oversee the maintenance and archiving of original City records; to serve as License Officer and administer the business and special license code; to serve as the recipient of claims and lawsuits filed against the City; to manage the enforcement of laws pertaining to public disclosure of records; to assist citizens in participating in City government; and to provide responsible administrative support to the City Council and City Manager.

Assumes responsibility for all services and activities of the City Clerk's office; attends study sessions, special meetings and City Council meetings as appropriate; oversee the accurate recording of proceedings and preparation of minutes; assures compliance with the Open Public Meetings Act; prepare and publish legal notices in accordance with established procedures and State law.
Supervises assigned support staff; coordinates staff work product, schedules, activities, projects, programs and training; reviews and evaluates work product, methods and procedures in coordination with other divisions; coordinates schedules for proper coverage; and ensures staff receives the training and support necessary for the provision of exemplary customer service. Meets regularly with staff to identify and resolve challenges.
Reviews Agenda Bills and supporting documents (such as Ordinances, Resolutions, Agreements, Staff Reports) from each department for City Council Agenda Packets to ensure they are all prepared properly and accurately prior to final review by the City Manager. Coordinate and oversee the preliminary and final preparation of the City Council agenda and associated agenda packets.
Either acts as or supervises the Public Records Officer, who is responsible for all public records, including, but not limited to, minutes of all Council meetings, agendas and supporting documents, contracts, ordinances and resolutions; and all legal requirements associated with public records; functions as citywide contact for all public records requests and manages response and/or coordinates requests for official City records.
Either acts as or supervises the Public Records Officer who develops, recommends, and implements Citywide records management policies and procedures; reviews records retention and disposition schedule for all City records; and ensures departments' compliance with records management laws, policies, and procedures.
Serves as recipient for claims for damages and lawsuits against the city and/or its past and present officers and employees. Accept claims and lawsuits; prepare and submit claim/lawsuit incident reports and transmittals to insurance agent, attorney and City Manager. Maintain all City records, quarterly monitoring reports and closed files.
Update City Manager biannually with a list of all city contracts currently executed and active, with pertinent notice provisions such as termination dates.
Directs the maintenance of the Fife Municipal Code to ensure comprehensive and cohesive codification of City laws.
Officiates at all bid openings and prepares bid results; coordinates all election matters with appropriate individuals and entities; reviews and attests to the City Manager's signature on all contracts and agreements; serve as custodian of official City Seal; perform the official certification and recording for the City; certify ordinance books.
With other City departments, divisions and outside agencies; provide guidance and direction to other departments regarding legislative processes and statutory requirements for submittal to the City Council.
Provide responsible staff assistance to the City Manager.
Performs other duties as required or assigned. Qualifications

Bachelor's degree in public administration, political science or a related field, proficient in state and municipal law and parliamentary procedure, three or more years of records management experience or an equivalent combination of education and experience to provide sufficient evidence of the successful performance of the essential elements of the job such as those listed above.

Additional Information

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Equal Opportunity Employer.