Overview

Position Title: Deputy City Clerk

Company: City Of Bainbridge Wa

Location: Bainbridge Island, WA

Job Description:

The ideal candidate is a self-motivated individual eager to make a positive impact on the organization and community. This person will be committed to excellence in customer service and have strong communication, records management, and organizational skills. Experience in transitioning to an electronic records management system is preferred. Records management and/or municipal clerk certification are desirable.

Responsibilities:

  • Assists City Clerk with day-to-day operations; provides general support to the City Manager, City Council and Executive staff as requested.
  • Assists City Clerk with duties related to ordinances, resolutions, minutes, legal notices and affidavits, including preparation, proof-reading, record keeping and archiving of all types of media.
  • Serves as City Clerk in their absence, attending special and regular meetings, study sessions, workshops, retreats and public hearings of the City Council as needed.
  • As needed, prepares meeting notices, agendas and minutes using proper legislative terminology; tracks, reviews and edits agenda items from various departments; prepares agenda bills as needed.
  • Prepares Council correspondence and required documents following meetings.
  • Assists with updates to the Bainbridge Island Municipal Code.
  • Monitors and maintains the City’s hard copy and electronic records systems, policies and procedures; develops, recommends and implements changes and improvements to the policies and procedures.
  • Develops and maintains a Citywide records retention schedule in consultation with the Washington State Archives Local Government Records Retention Schedule; prepares and maintains indexes and cross-indexes; identifies and develops records series which reflect the responsibilities of the City.
  • Assists with processing, tracking and coordinating with other departments responses to public records requests, ensuring timely responses and dissemination of requested records consistent with established City policies, codes and guidelines, the Washington Public Records Act and other state and federal regulations.
  • Accesses, stores and retrieves files, boxes and other records; conducts records inventories and prepares reports; identifies records series which are candidates for conversion and/or transfer to the electronic document management system; determines whether the document workflow can be automated; develops action plans for conversion; develops and implements a records disaster recovery program.
  • Consults with all City departments regarding records management issues, concerns and procedures (i.e. records and files arrangements, classifications and storage – both hard copy and electronic); conducts records appraisal surveys in all City departments; ensures that each department complies with the City’s records management retention schedules and policies.
  • Conducts records management training; implements and recommends changes to records protection and recovery activities; convenes the City Records Committee, consisting of records management liaisons from each City department, on a regular basis to initiate, complete and report on records-related projects.
  • Applies for grants to assist with records management needs or projects; attends various seminars and meetings; remains current on developments in records management and related fields.
  • Serves as the City’s primary notary public; performs notarial duties as required for City documents and upon request by the public.
  • Recommends changes in procedures and policies as appropriate in a general effort to improve efficiencies.
  • Maintains timely and regular attendance.
  • Other duties as assigned.

Requirements:

  • A bachelor’s degree with coursework in business administration, public administration, records management or a field preparatory for the responsibilities of the position
  • 3 years of increasingly responsible records management or administrative experience
  • any combination of experience, education and training that would provide the level of knowledge and ability required.