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Deputy City Clerk - City of Bellevue ( Job # 13-0106)

(Current employees only.)

This job is closed.

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Minimum Salary: $5,116.00 per month
Maximum Salary: $7,059.00 per month
Employment Type: Full Time
Department: City Clerk's Office
Closes: November 01, 2013 at 5:00 PM
(Open to current employees only.)

Summary

The City Clerk’s Office is conducting an internal recruitment to fill the position of Deputy City Clerk.  Interested candidates are encouraged to apply, and to contact Myrna Basich with any questions about the job duties, application process, or working in the City Clerk’s Office.    

Under the general direction of the Assistant City Manager / City Clerk, manages the daily operations and diverse range of administrative services provided by the City Clerk’s Operations Division, including assuring compliance with applicable state laws and local codes, preserving the record of government decision making and actions, managing a wide range of documentation services including transcription and certification services, and coordinating election and ballot measure activities that impact the City of Bellevue.  The position also provides centralized coordination of the department’s budget development process and performance monitoring, prepares budget proposals, assists in the development and monitoring of department performance measures, and represents the City Clerk’s Office as a member of the Fiscal Managers Committee.   

At least one third of the Deputy City Clerk’s time is spent providing full Clerk support for the elected East Bellevue Community Council, assistance at City Council meetings, coordination of the Board and Commission appointment process, and consultative support for City boards and commissions as required.    S/he may also serve as Acting City Clerk in the City Clerk’s absence.



ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Manage assigned operations to assure statutory requirements are met, including public noticing, ordinance codification, intake and initial processing of all official filings with the City (claims, appeals, legal service, etc.), and maintaining the City’s legislative history. 
  • Provide research/analysis and compile reports and related information for departmental or elected officials’ decision-making purposes.   Provide professional advice to elected officials; make presentations to elected officials (chiefly East Bellevue Community Council).
  • Assist with coordination of local election functions, including placement of City measures on King County election ballots, developing of timelines to assure all requirements of the election process are properly met, budgeting for and monitoring election costs, and coordinating citizen initiative and referenda processes. 
  • Maintain the City’s legislative records and other public documents; perform certification and recording for the City as required on legal documents and other records requiring such certification; seal and attest by signature to ordinances, resolutions, contracts, easements, deeds, bonds or other documents requiring City certification; post legislative records to the City’s website; catalog and file all City legislative records.
  • Track City Council legislative process, including work delegated to the Hearing Examiners, to ensure timely Community Council participation in matters affecting their jurisdiction; research Community Council issues and coordinate with City staff to achieve resolution; draft legislation and correspondence for Community Council consideration; schedule/notice meetings of the Community Council, prepare meeting agendas and packets, take minutes, and maintain the historical records of the East Bellevue Community Council; and prepare and submit the Community Council budget.
  • Work to achieve Division goals and performance measures within available resources;  review progress and direct changes as needed.
  • Serve as lead in coordinating administrative assignments for minutes writing and transcription services.
  • Serve as department fiscal manager, assisting in the planning, coordination and management of a broad range of financial and business management services with a primary emphasis on developing and monitoring budgets.  Activities include monitoring budget and performance data, conducting analyses to improve results, or address budget adjustments as required.   
  • Serve as the primary point of contact for general questions directed to the City Clerk’s Office by citizens, civic groups, the media and other agencies.  Promote open and transparent government and public access to information.

SUPERVISION RECEIVED AND EXERCISED

  • Works under the general supervision of the City Clerk.
  • Serves as lead in coordinating work of Senior Administrative Assistant (Minutes Writer) and Senior Office Assistant (Word Processing Technician).

EDUCATION AND EXPERIENCE REQUIREMENTS

  • Graduation from an accredited four-year college or university with a degree in business, public administration, information technology or related field; or
  • Five or more years of progressively responsible related experience working with elected officials or boards of directors; and/or in public budgeting/finance, records management, or paralegal services; or  Any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.
  • Municipal Clerk certification and Public Notary license required.  May be sought while serving in position.
  • Professional Registered Parliamentarian status desired.    

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

  • Working knowledge of state laws and local codes affecting the work of the City Clerk’s Office, City Council, and Community Council.
  • Working knowledge of the principles and practices of modern public administration; extensive knowledge of office practices and procedures; knowledge of modern records management techniques, including the legal requirements for recording, records retention and public disclosure.
  • General knowledge of municipal budgeting and performance reporting at the departmental level, including drafting budget proposals and performance measurement.
  • General knowledge of Excel, Access, PowerPoint, and Adobe; web-based research techniques; electronic content management systems, particularly SharePoint and Versatile; ability to format data to facilitate efficient updating of the Clerk’s Office intranet page and the City’s web site.
  • Ability to provide leadership and counsel to department and inter-departmental staff relating to the Clerk’s Office goals, work program, and responsibilities.
  • Skill in identifying emerging issues, developing and implementing new approaches and/or refining the department’s operations to generate desired results as efficiently as possible; ability to anticipate and resolve problems, including when to involve upper management, before they reach crisis level.
  • Skill in researching complex issues and developing recommended actions; ability to conduct complex administrative studies. Ability to prepare informative reports.  Ability to deliver persuasive and succinct short presentations to senior management, elected officials and/or community groups as required.
  • Strong ability to maintain confidences and routinely handle extremely sensitive and political information; skill in human relations, diplomacy, tact and negotiating.
  • Ability to develop and maintain productive relationships with elected officials.
  • Understanding of the City’s political environment and sensitivities; ability to function effectively within that environment.

PHYSICAL DEMANDS

  • The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms.  Vision abilit0724ies required by this job include close vision and the ability to adjust focus.
  • The employee may be required to push, pull, lift, and/or carry up to 20 pounds.
  • The noise level in the work environment is usually moderately quiet.

Other

For further information about the job, you may contact Myrna Basich at 425.452.2733. For questions or issues regarding the on-line applications system, contact the IT Help Desk at 425.452.4340.

Payroll Title: Deputy City Clerk –  Position # 0724

This position is a full-time exempt non-union position


Location
Bellevue City Hall
450 110th Ave NE
Bellevue, WA 98004