Deputy City Clerk/Executive Assistant

Deputy City Clerk/Executive Assistant

This is a confidential position responsible for providing comprehensive organizational and administrative support to the City Clerk and the City Manager. Responsibilities may include conducting research, preparing reports, taking meeting minutes, managing executed legislation and contracts, as well as handling public record requests and supporting city-wide records management. This position will serve as the immediate back-up to the City Clerk and perform any duties when the Clerk is absent, including preparing Council meeting materials and attending Council meetings as needed. As a dual position, the Deputy City Clerk/Executive Assistant will also work closely with the City Manager, performing functions such as managing schedules and meetings, answering phones, responding to emails, and prioritizing items for attention. Additionally, the Deputy City Clerk/Executive Assistant may also assist the Human Resources Director in the scheduling, design, production, and distribution of printed materials for compliance training, new employee orientation, and various other meetings and events. The Deputy City Clerk/Executive Assistant is responsible for building and maintaining good working relationships with city council, city staff and members of the public.

1. Complete a broad variety of administrative tasks including managing an active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed plans, itineraries, and agendas; and compiling documents for meetings.

2. Manage confidential documents and perform recordkeeping in accordance with local, state, and federal laws.

3. Respond to and support public record requests in compliance with all applicable laws.

4. Adhere to records management and records retention policies and communicate these policies to staff.

5. Assist in the development and implementation of policies, processes and procedures while looking for opportunities for process improvement.

6. Provide a bridge for smooth communication between the City Manager's office and internal departments; demonstrate leadership to maintain credibility, trust and support with senior management staff.

7. Plan, coordinate and ensure the City Manager's schedule is followed and respected, creating win-win situations for direct access to the City Manager's time and office.

8. Research, prioritize, and follow up on incoming issues and concerns addressed to the City Manager, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.

9. Work closely and effectively with the City Manager and City Clerk/Public Records Officer to keep well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the City Manager and City Clerk/Public Records Officer updated.

10. Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.

11. Provide back-up and may be required to assist in the preparation and distribution of council agendas, minutes, and correspondence; maintain a comprehensive indexing and filing system for Council action and directives; codify and publish ordinances and properly file resolutions.

12. Provide backup Council meeting support if needed, which may mean working evening hours.

13. Assist with maintenance of official files and records of Council proceedings and actions; prepare, process, distribute, and post public notices, bulletins, and contracts where appropriate.

14. Assist with tasks and projects in support of the Human Resources Department.

15. Provide back-up oversight and coordination for City Boards and Commissions to include facilitating recruitment of new members, and create and maintain resource documents.

16. Manage ordering supplies and office equipment.

17. Assist with special projects as assigned. This is not designed to be a comprehensive listing of all activities, duties and responsibilities required of the job. Other duties may be assigned and/or performed.

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge of:

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, city council members, board members, and members of the public.

Proactive approaches to problem-solving with strong decision-making capability.

Highly resourceful team-player, with the ability to also be extremely effective independently.

Excellent written and verbal communication, administrative and organization skills.

Excellent spelling and punctuation.

Principles and practices of office and work organization.

Familiarity with municipal services, policies and procedures.

City government and organization election procedures; practices of City Clerk operations; City Code and those sections applicable to City Clerk operations.

Maintain records, files, and information in compliance with laws, policies and procedures.

Office equipment, computer programs and software.

Ability to:

Maintain regular, predictable and reliable attendance during scheduled hours.

Handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.

Work independently on projects, from conception to completion.

Work under pressure to handle a wide variety of activities and confidential matters with discretion.

Use independent judgment, problem solve and collaborate in order to accomplish tasks.

Perform administrative tasks that require a high level of accuracy and attention to detail.

Compose general business correspondence, announcements, presentations and publications.

Operate a variety of computer software applications, including Microsoft Word, Excel, Outlook, Teams, SharePoint and databases.

Use telephone with multiple lines, route calls to appropriate people, take messages and answer questions.

Work cooperatively with others to achieve results, valuing other's input and expertise; acknowledging other team members' concerns and contributions and supporting team decisions.

Experience and Education/Training:

Bachelor's degree in Business Administration, Public Administration or equivalent field of study and at least 5 years of administrative experience, with 3 years supporting senior managers and/or executives, and 2+ years customer service experience, preferably dealing with the public, or any equivalent combination of education and experience which provides the applicant with the knowledge, skills and abilities required to perform the job.

Licenses/Certifications required:

Certification as a notary public or ability to obtain certification within six months of hire

Preferred:

Certified Municipal Clerk (CMC) or

Certified Public Records Officer (CPRO)

Experience with public records management and systems is strongly preferred

Experience in a public sector environment dealing with elected officials preferred.

Physical Requirements / Working Conditions:

The City of Mill Creek provides a tobacco-free environment for its employees; smoking/tobacco use is prohibited in City facilities and vehicles. Specific physical requirements and typical working conditions for this position are on file in the Human Resources Department.

Mill Creek Offers the following:

Mill Creek offers the career potential to not only apply your skills and experience, but to career development for those open and willing to problem solve and adapt to change. We encourage collaboration in order to maximize your strengths and develop more of your skill set in a way that has a positive effect on the community.

We offer ample time off including:

11 paid holidays,

1 personal holiday

8 hours a month of vacation for full time employees

Paid sick leave accrues at the rate of 0.05 hours for each hour worked (including overtime for non-exempt employees.)

40 hours per year for Salaried/Exempt employees

We offer an excellent benefit package for the employee and their families which includes:

Medical (Regence Blue Cross Blue Shield with a choice of High or Low deductible)

Dental at no cost to the employee and/or dependents (Delta Dental or Williamette)

Vision at no cost to the employee and/or dependents (VSP)

Life and Disability Insurance at no cost (Standard Insurance)

Municipal Employee Benefit Trust (MEBT) 401K plan

State Retirement Program Public Employees' Retirement System (PERS)

Deferred Compensation Plan (optional with DRS or Mission Square)