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Administrative Specialist - City Clerk's Office - City of Redmond ( Job # 14-0056)

This job is closed.

Minimum Salary: $3,872.00 per month
Maximum Salary: $4,917.00 per month
Employment Type: Full Time
Department: Finance & Information Services
Closes: August 26, 2014 at 11:30 PM
(Open to current employees and the general public.)

Summary

This position provides high-level administrative support and web-based support to the City Clerk; and under the direction of the City Clerk, coordinates the contract management functions of the City; coordinates the set-up and break-down of all City Council meetings; coordinates scheduling of legislative meetings for the City Council; participates in the Council legislative meeting production process; coordinates the collection of bids for public works bid openings; performs records research for the Clerk and City staff when needed; manages the City Clerk’s records vault; coordinates processing and transfer of City Clerk microfilm to the State Archives and local archives; orders office supplies and enters other needed purchase requisitions; organizes legal documentation and posts/publishes public notices; updates City Clerk/Council webpages as needed; keeps the Clerk’s calendar and creates correspondence for the Clerk as needed; and performs other duties as assigned, including public records disclosure and legislative meeting back-up for the City Clerk’s Office.

In the absence of the Deputy City Clerk, this position assists with the coordination of the Hearing Examiner functions of the City; assists with the operations of the City’s records retention and retrieval system and consults with and supports other departments regarding disclosure requests, filing, microfilming, off-site storage, and indexing procedures; attends City Council and Committee meetings for the purpose of supporting the legislative needs of the body and recording and transcribing minutes.


Qualifications:

Knowledge of: basic functions and responsibilities of a municipal clerk’s office and local government; knowledge of State and local laws related to maintenance and management of public records and public disclosure, legal documents, legal publications, and open public meetings requirements; principles and practices of office management, work organization, document research, and complex filing systems.

Ability to: provide impeccable customer service solutions; contribute ideas and suggestions without being prompted; work independently, and as an integral part of the Clerk’s Office and the Department of Finance and Information Services team; interpret and/or construct standard legal documents, policies, and procedures; record information accurately and concisely (attention to detail is a must); proof-read accurately; research and organize findings; maintain complex filing systems; operate recording and other office equipment; maintain confidences and routinely handle sensitive materials and issues with the Council and Mayor; communicate effectively, both orally and in writing; establish and maintain effective working relationships with City staff, elected officials, other agencies, and the general public; actively contribute to the City’s mission, vision, and values; and integrate into, and contribute to, the City's culture.

Skill in: the use of a personal computer and related applications and software (MS Office Suite, scanning equipment, microfilm equipment, records management/document storage programs, website applications, and other applications used by the City); accurate proof-reading and research abilities.

Education and Experience:

Associate’s Degree and five years of progressively responsible administrative support experience or any combination of education and experience that provides the desired knowledge, skills, and abilities to perform the essential duties of the position.  High-level executive administrative experience in either a State or municipal setting are preferred. Experience with records management is preferred; strong technical abilities are preferred.  WA Notary Public is preferred.

Licenses and Requirements:

Valid Washington State driver's license by date of hire and a driving record that meets city standards.  Must become a Washington State Notary Public within three months of hire.

Union Affiliation:

Fulfillment of bargaining unit membership is required within 30 days of hire.

Working Conditions:

Work is primarily performed in an office environment.  Must be available to attend evening City Council meetings as required.  Must be able to lift records, books, and boxes up to 40 pounds.

Selection Process:

The City is accepting applications from internal and external applicants.  Please include a resume and cover letter with your application, and be sure to list all relevant training and certifications.  Preference will be given to applications received by Wednesday, July 16, 2014.

The City may review existing application pools to fill this position, or use this pool to fill future vacancies. 

Top candidates will be contacted to participate in the next phase of selection which may include testing and/or an interview. Candidates who are selected to interview will be required to complete a Background Authorization Form to have a thorough background investigation conducted.

Benefits:

The City of Redmond provides a generous benefits package including: medical, dental and vision benefits; paid sick leave, vacation and holidays; retirement; and life insurance.

Values:

Integrity: We demonstrate sound, honest, truthful and consistent actions.

Accountability: We take ownership of our actions and responsibilities.

Commitment to Service: We are dedicated to seeking solutions for our community.


Attachments

Location
City Hall
15670 NE 85th Street
Redmond, WA 98052