The City of Everett is currently accepting applications for the appointive position of Deputy City Clerk.

Why Everett?
Working for City government is personally rewarding for those looking to make an impact at the community level. As an employer, we advocate for employee professional growth, value work-life balance.

The City of Everett is proud to be an Equal Opportunity Employer, and our goal is to recruit and hire capable and engaged job candidates from a diverse range of backgrounds. We are committed to creating and supporting an inclusive and welcoming environment for all employees.

The City provides excellent benefits, including medical, dental, vision, retirement, and basic life insurance plans. Employees will also accrue vacation, sick, and holidays throughout the calendar year. For more information on benefits for this position, click here: Appointive Benefits.

JOB DESCRIPTION :
Under the direction of the City Clerk, assist in managing and coordinating the activities of the City Clerk’s office. As Public Records Officer ensure compliance with the Public Records Act, maintain complete and accurate records of council proceedings, oversee special event permitting, audit city expenditures, and oversee City records management.

In the absence of the City Clerk, the Deputy City Clerk / Public Records Officer is responsible for all delegated City Clerk functions, including the management of employees assigned to the City Clerk's Office. Duties include assisting in the establishing of processes, procedures, and techniques for accurate maintenance of city records in accordance with all applicable city, state, and federal requirements, supporting the City Clerk in the preparation, maintenance, and document management of official records of action taken by the City Council in regular and special meetings. Supervision is exercised over staff activities associated with the city's tax administration and public records requests. Work is reviewed primarily through conferences and on the basis of results achieved.

JOB RESPONSIBILITIES:

• As Public Records Officer, respond to public disclosure requests in accordance with the Public Records Act. Research, analyze, and process City records for public disclosure in accordance with federal, state, and local laws and regulations. Track and monitor performance of the City's records program and responses to public records requests. Oversee reporting requirements as required by State law.
• Analyze and interpret the laws and regulations relating to public disclosure; research case law as necessary and implement and coordinate required changes as necessary.
• Develop and maintain cross-functional relationships with City liaisons, including developing and implementing policies, procedures, and training to ensure compliance.
• Provide leadership and direction in multiple settings where parties with different interests may become adversarial and facilitate solutions agreeable to both parties.
• Develop and implement internal work procedures to ensure regulatory compliance and consistent, quality services that achieve departmental goals.
• Develop, train, and manage the City’s computer based Public Disclosure Information System.
• Attend City Council and City Council Executive Session meetings; record and document legislative proceedings, compose and publish official minutes.
• Maintain official council records; oversee electronic document imaging for all proceedings of the council; resolutions and ordinances.
• Arrange for the publication of official notices and advertisements; coordinate the publication of ordinances and codes.
• Research, analyze and interpret policy, guidelines, regulations, and technical documents as they relate to City tax administration, records management and public disclosure.
• Assist in the development of a competent, well trained and motivated staff capable of achieving department goals and commitments.
• In coordination with the City Clerk, assist in the administration of a Citywide records management system, including policies and procedures, retention and disposition schedules, data collection and document managing systems, training, and outreach programs. Provide technical guidance on records management; provide clarification with respect to rules and regulations governing compliance.
• Compose and conduct electronic searches for records using City document management software.
• Assist with the issuance of all municipal licenses including general business, regulatory and other licenses to ensure compliance with Everett Municipal Code.
• Manage and coordinate special projects as assigned.
• Provide training to staff in proper work methods and procedures; provide training, guidance, and expertise to city departments in the interpretation of federal, state and city records and policies.
• In coordination with the City Clerk, review, audit and certify all City purchases.
• Coordinate the City Special Event Permit Application process with multiple City. departments and outside agencies. Exercise reasonable and independent judgment in communicating with event organizers and City Departments to ensure compliance with City rules and regulations.
• Assist the City Clerk in the preparation and management of division budget consistent with council and city goals; ensure compliance with city travel expenses.
• Assist the Business Tax Division with business and regulatory licensing and the collection and recording of Business & Occupation, gambling, utility, and admission taxes.
• Serve as primary designee to the City Clerk and assume City Clerk responsibilities in his/her absence.
• Lead or assist with the implementation of improved business processes and solutions.
• Represent the City in various regional forums and meetings.
• Perform related work and special projects as assigned.

For a full description of this position, please see the City’s website

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS
A combination of education and related experience may substitute for education requirements.

• Bachelor's Degree in Accounting, Finance, Business, Records Management or Public Administration or related field and
• 5 years of progressively responsible municipal finance or accounting experience, municipal records management experience involving knowledge of legal and/or governmental operations and records/information management, including at least 2 year’s supervisory experience
• Certification as a Certified Public Records Officer is highly desirable.
• Certification as a Certified Municipal Clerk or Master Municipal Clerk is highly desirable.
• Valid Washington State driver's license.

RECRUITMENT PROCESS:
All interested applicants are required to submit:

• City of Everett online employment application
• Resume (not to exceed two pages)

Candidates will be contacted throughout this process via email and should periodically check their spam folders for messages filtered by their email providers.

PROCEDURES/DEADLINE
Application materials may be accessed via http://www.everettwa.gov/careers. Completed applications must be submitted through the City’s online application system. INCOMPLETE, FAXED, OR EMAILED APPLICATIONS WILL NOT BE ACCEPTED.

Filing Opens: 11/4/2024
Filing Closes: Open Until Filled
APPOINTIVE
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