Deputy City Clerk

Deputy City Clerk

Hiring classification wage is based on qualifications and typically no higher than a step 3. The salary listed is steps 1 through 6 and are the classification for Deputy City Clerk. This includes the maximum earnings for the classifications with longevity. Per Washington State Pay Transparency Act.

Step Range (1-6) - $78,108 - $100,884 Annually

Longevity Range (1-6) up to 25+ years of service - $78108 - $105,924 Annually

JOB SUMMARY Under the general direction of the City Clerk, the Deputy City Clerk performs a variety of professional, administrative, and technical duties in support of the City Clerk's Department. Special Focus for Years 1 & 2: The primary, immediate focus of this position for the first two years will be overseeing a comprehensive records management cleanup project, driving the implementation and optimization of Laserfiche document management software, and modernizing public records request workflows. Additionally, this role serves as the primary backup to the City Clerk, assuming full duties in the Clerk's absence, including attending Council meetings. After two years the job description and role will be re-reviewed.

Examples of Duties

DUTIES & RESPONSIBILITIES For each function (Should not include much more than 10 functions), indicate the frequency each function is performed (D=Daily, W=Weekly, M=Monthly, Q=Quarterly, AN=As Needed). Estimate the distribution of total working time on an annual basis using percentages of not less than 5%. Total percentage of time must add up to 100%.) Number of Job Functions: 8

JOB FUNCTIONS - FREQUENCY - ANNUAL % OF TIME

Phase 1 Priority: Records Management & Laserfiche Implementation (Years 12)Laserfiche Implementation Partnership:Partner closely with the City Clerk to co-lead the rollout, configuration, and migration of data into the Laserfiche document management system city-wide.Collaborate on the design and implementation of streamlined digital workflows within Laserfiche to improve internal retrieval times and public access.

D/W - 40%

Records Clean-up & Auditing:Evaluate, organize, inventory, and purge/archive physical and digital files across departments in strict accordance with state and local retention schedules.Assists the City Clerk in maintaining all official City records. Under direction of the City Clerk, assists with digitizing City records, preparing records for permanent storage, and coordinating and documenting the destruction of obsolete records in accordance with State Retention Schedules. Assists the City Clerk with public records requests. Works with detailed, complex, and sensitive materials, and exercises independent judgment in accomplishing work within set deadlines. Must keep current with federal, state, and City policies regarding public records.

D/W - 40%

Staff Training:Co-develop user guides and conduct training sessions for other city departments on proper Laserfiche usage and records retention policies to ensure city-wide compliance.

AN - 5%

Public Records & FOIA:Process, track, and fulfill complex public records requests, utilizing newly established Laserfiche workflows to ensure statutory deadlines are met with high accuracy.

D/W - 5%

Core Deputy Clerk & Backup Duties (Ongoing)City Clerk Backup:Assume the responsibilities of the City Clerk during absences, including preparing packets, attending City Council meetings, recording official proceedings, and managing roll call votes. Process, track and fulfill complex public records requests.Generates, composes, distributes, and files general and confidential correspondence, agendas, minutes, reports, contracts, resolutions, ordinances, and forms.May be asked to work with the City Clerk and City Attorney's Office on confidential records requests, which may include redactions pursuant to applicable laws. Ensures timeliness of information to the public through digital uploads, postings, newspaper publications, and other forms of communication.Must be available for evening meetings.

D/W - 10%

Meeting administration:Assist in the preparation, publication, and distribution of City Council/Boards & Commission agendas, packets, resolutions, ordinances, and legal notices.

Customer Service & Interdepartmental Collaboration:Serve as a point of contact for the public, staff, and elected officials, providing information regarding council actions, city ordinances, and official records. Provides service to internal and external customers at the counter and on the phone; responds to inquiries from various customers, vendors, internal staff, and the public; resolves items in an efficient and timely manner.Works with other departments as needed.Provided support in emergencies.

Ad-Hoc Projects:Perform research and prepare specialized reports for the City Clerk or City Administration/Mayor as needed.

Records Committee Participation:Actively participate in the City's existing Records Management Committee, providing technical data, cleanup updates, and cross-departmental user feedback to help leadership identify and resolve information workflow bottlenecks.

Typical Qualifications

KNOWLEDGE, SKILLS AND/OR ABILITIES To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The required knowledge, skills and/or abilities are listed below: Knowledge of:

Records Management Principles: Modern principles and practices of records management, including indexing, archiving, destruction, and preservation.

Retention Laws: State and local public records retention schedules, Freedom of Information Act (FOIA)/Public Record Act regulations, and legal disclosure mandates.

Document Management Systems: Enterprise Content Management (ECM) architecture, specifically Laserfiche configuration, folder structures, and digital metadata.

Municipal Governance: Structure and function of local government, parliamentary procedure (Robert's Rules of Order), and the statutory duties of a City Clerk.

Ability To:

Analyze and Purge: Review massive volumes of archival data, make sound judgments on retention status, and execute large-scale cleanup projects with minimal supervision.

Train and Guide Others: Translate technical Laserfiche workflows into user-friendly instructions and train cross-departmental staff on new compliance standards.

Adapt and Step Up: Transition smoothly from quiet, independent archiving tasks to high-visibility roles, including stepping in as the City Clerk during public meetings.

Communicate with Tact: Establish and maintain effective, diplomatic working relationships with city officials, departmental staff, and members of the public.

Handle Physical Demands: Lift, move, and sort boxes of historical records (up to 30 lbs.) and endure repetitive tasks like scanning and filing during the initial cleanup phase.

Audit and Enforce Standards: Evaluate cross-departmental digital file uploads against the City's established metadata and indexing parameters to maintain long-term database integrity.

Skill In:

System Implementation & Migration: Organizing, cataloging, and migrating large volumes of physical and legacy digital records into an electronic system.

Technology & Software: Working knowledge of Laserfiche, agenda management software, Microsoft Office Suite (Word, Excel, Adobe), and digital scanning equipment.

Minutes & Transcription: Rapidly synthesizing complex public discussions to draft accurate, concise official meeting minutes and agendas.

Project Management: Organizing tasks, setting milestones, and managing time efficiently to meet strict statutory deadlines for public records requests.

Convey information, ideas, and facts both orally and in writing to supervisors, colleagues, and individuals, inside and outside the City, using language and a format the audience will best understand.

Utilize computers and other technology to communicate in written and verbal forms (e.g., word processing, texts, emails, spreadsheets, department-specific software).

Effectively relate well with others, including supervisors, colleagues, and individuals inside and outside the City. Exhibit a professional manner in dealing with others and working to maintain constructive working relationships.

Take personal responsibility for the quality and timeliness of work. Show up to work on time, and follow instructions, policies, and procedures. Meet productivity standards, deadlines, and work schedules.

Supplemental Information

WORKING CONDITIONS

Job Conditions: Standard office environment and requires the ability to attend evening City Council meetings as needed.

Work Location: City of Snohomish

Travel: Within the City to perform functions such as working with community members, presentations, and training.

PHYSICAL DEMANDS

Environment: Indoor and outdoor environments; travel from site to site; exposure to noise, dust, grease, smoke, fumes, gases, electrical currents, toxic agents/chemicals, and inclement weather conditions; work with or in water; work and/or walk on various types of surfaces including slippery or uneven surfaces and rough terrain. Physical: Incumbents require

City of Snohomish, WA