Deputy City Clerk

Salary : $74,692.80 – $93,704.00 Annually

Location : Marysville, WA

Job Type: Full-time regular

Job Number: 00716

Department: Legal

Opening Date: 10/03/2023

Closing Date: Continuous

Position Summary

Apply by 10/20/23 for first review.

Under the direction of the Legal Services Manager, this position is responsible for responding to and fulfilling requests for public information and disclosure of records and assists in managing and coordinating the activities of the City Clerk’s office. Responsibilities also include maintaining records associated with the proceedings of the City Council, contracts and agreements, and all official documents. This position is responsible for overseeing the records destruction and retention processes and procedures for maintenance of city records in accordance with all applicable city, state, and federal requirements.

The nature of the work performed by this class is highly confidential and sensitive in nature and follows established procedures and general directions; incumbents operate independently, select appropriate methods to accomplish assignments and apply established guidelines and alternatives to make routine judgments and decisions.

Examples of Job Duties
Other duties may be assigned as needed.

1. Evaluates, interprets, coordinates and responds to requests for public disclosure. Works with detailed, complex and sensitive materials and exercises independent judgement in accomplishing work.
2. Responsible to work with city legal counsel on confidential records requests and staying current with the federal, state and city polices regarding the Public Records Act.
3. Responsible to keep current on RCW’s and court cases regarding public record laws.
4. Maintains the records management process for ordinances, resolutions, policies, agreements and other related documents; involves work with other city employees to coordinate records storage and retrieval processes; ensures records are maintained in compliance with Washington State retention schedules. Maintains database for tracking citywide document retention.
5. Organizes and prepares the City Council agenda packets, including preparing and coordinating material from city departments.
6. Creates and maintain files of official Council records including electronic document imaging for all proceedings of the Council, resolutions and ordinances. Responsible for City Council recording and minutes as well as related system upgrades and updates.
7. Assures compliance and accountability with federal, state, and local regulations, policies and procedures regarding essential duties and responsibilities.
8. Reviews a variety of legal documents, such as deeds, easements, annexation covenants, to ensure completion of all processes.
9. Serves as City Notary for a variety of legal documents.
10. Prepares and posts a variety of legal notices in compliance with all state and local laws; places advertisements for the City Clerk’s office. Coordinates the publication of ordinances and municipal code.
11. Responds to questions from the public regarding actions of the City Council. Coordinates, monitors and reviews pubic bid processes; officiates at bid openings and prepare bid results. Maintains and posts limited public works bid awards.
12. Guides and advises work activities for volunteers and temporary workers in the clerk’s office.

Qualifications
A combination of the experience, education, and training listed below which provides an equivalent background to perform the work of this position.

Experience:

• Two years of business or legal office experience.
• Two years of public record request experience preferred.
• Experience in a municipal environment preferred.
• Paralegal preferred.

Education and Training:

• High school diploma or GED.
• Coursework or training in business administration, public administration, legal administration or a related field. Associate’s degree preferred.

Licenses or Certificates:

• Must possess, or have the ability to possess within three months of hire date, a Notary Public license.
• Must be bondable.
• Must possess or have the ability to possess within one month of hire date, a Washington State Driver’s License.

Work Environment

The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the essential functions of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must frequently lift up to 10 pounds; occasionally lift and/or move 10 to 20 pounds; and seldom lift and/or move 21 to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

This position works in an office, and the noise level in the work environment is usually low to moderate.

This position description generally describes the principal functions of the position and the level of knowledge and skills typically required. It does not constitute an employment agreement between the employer and employee, and it is subject to change as the needs of the employer and the requirements of the job change.

Non-union

The City of Marysville offers a comprehensive benefit package for regular full-time employees.

Regular part-time employees may be eligible for medical and dental coverage; however, they are not eligible for vision coverage. Their spouses and dependents are not eligible for health insurance coverage.

(Note: Represented employees may receive some or all of the benefits listed below based on their union contracts. Those employees should consult their union agreements for specific information about their benefits)

Insurance Benefits:

• Medical – choice of Premera Blue Cross or Kaiser Permanante.
• Employer pays 100% of employee’s monthly premiums and 90% of dependent/qualified domestic partner’s premiums.
• Vision
• Dental
• Employee Assistance Program
• Dual Insurance Incentive Program
• Vacation and Holiday Pay
• Sick Leave
• Jury Duty/Military Leave

Investment and Retirement Programs:

• State of Washington State Department of Retirement Systems (DRS)
• 457 Deferred Compensation (voluntary)
• HRA/VEBA plan

Voluntary Benefits:

• Optional plans for life insurance, disability, and accident coverage
• Flexible Spending Account Plan
• Direct Deposit
• Credit Union Membership

01

Following is a series of supplemental questions designed to assess your work-related experience and qualifications. Please note that as part of the screening process your responses will be reviewed in conjunction with your general online application. The employment history and education detailed in your general application must validate/support your responses to the supplemental questions. A resume will not substitute for the general online application or supplemental questions; responses such as “see resume” or “see application” will not be considered.Do you agree to answer each question truthfully and that your responses can be supported by your general application/work history and by your references?

• Yes
• No

02

Please indicate the number of years of experience that you have working in business or legal office environment.

• Less than 1 year
• 1 year to less than 2 years
• 2 years to less than 3 years
• 3 years to less than 4 years
• 4 years to less than 5 years
• 5 years or more

03

Please indicate the number of years of experience that you have working with public record requests.

• Less than 1 year
• 1 year to less than 2
• 2 years to less than 3 years
• 3 years to less than 4
• 4 years to less than 5
• 5 years or more

04

Do have experience working in a municipal environment?

• Yes
• No

05

Briefly describe the degree(s), certificate(s), and/or license(s) you have obtained related to this position to include professional programs.

06

Do you possess, or have the ability to possess within three months of hire date, a Notary Public license?

• Yes
• No

Required Question