City of Bainbridge Island: Deputy City Clerk

JOBOpen until filled.

Cutoff for first review of applications: 8 am, July 27, 2021.The ideal candidate is a self-motivated individual eager to make a positive impact on the organization and community.

This person will be committed to excellence in customer service and have strong communication, records management, and organizational skills.

Experience in transitioning to an electronic records management system is preferred.

Records management and/or municipal clerk certification are desirable.The Deputy City Clerk performs a variety of administrative duties in support of the City Clerk, and acts as the City Clerk in their absence.

Responsibilities include the establishment, maintenance and scheduled disposition of official City records and files, and to respond to requests for such records.

The Deputy City Clerk also prepares and processes legislative documents and supports the City Clerk, City Manager, City Council and others with the development of the City Council agendas as needed.About the City of Bainbridge IslandThe City of Bainbridge Island is a vibrant community with small-town feel, 52 miles of scenic shoreline and densely forested areas.

Our employees are the most important asset in preserving and enhancing the special character of the Island, and in responding to the community’s needs.

The City provides competitive salaries, outstanding benefits and professional growth opportunities.

City VisionA healthy Bainbridge Island, now and for future generations.

City MissionServe and respond with skill, trust, and care.

City ValuesStewardship: We manage our resources with intention.Professionalism: We bring knowledge to our work and energy to new challenges.Connection: Respect and communication are central to our success.Balance: Personal well-being improves our work and makes our organization strong.EXAMPLE OF DUTIESAssists City Clerk with day-to-day operations; provides general support to the City Manager, City Council and Executive staff as requested.Assists City Clerk with duties related to ordinances, resolutions, minutes, legal notices and affidavits, including preparation, proof-reading, record keeping and archiving of all types of media.Serves as City Clerk in their absence, attending special and regular meetings, study sessions, workshops, retreats and public hearings of the City Council as needed.As needed, prepares meeting notices, agendas and minutes using proper legislative terminology; tracks, reviews and edits agenda items from various departments; prepares agenda bills as needed.Prepares Council correspondence and required documents following meetings.Assists with updates to the Bainbridge Island Municipal Code.Monitors and maintains the City’s hard copy and electronic records systems, policies and procedures; develops, recommends and implements changes and improvements to the policies and procedures.Develops and maintains a Citywide records retention schedule in consultation with the Washington State Archives Local Government Records Retention Schedule; prepares and maintains indexes and cross-indexes; identifies and developsrecords series which reflect the responsibilities of the City.Assists with processing, tracking and coordinating with other departments responses to public records requests, ensuring timely responses and dissemination of requested records consistent with established City policies, codes and guidelines, the Washington Public Records Act and other state and federal regulations.Accesses, stores and retrieves files, boxes and other records; conducts records inventories and prepares reports; identifies records series which are candidates for conversion and/or transfer to the electronic document management system; determines whether the document workflow can be automated; develops action plans for conversion; develops and implementsa records disaster recovery program.Consults with all City departments regarding records management issues, concerns and procedures (i.E.

records and files arrangements, classifications and storage – both hard copy and electronic); conducts records appraisal surveys in all City departments; ensures that each department complies with the City’s records management retention schedules and policies.Conducts records management training; implements and recommends changes to records protection and recovery activities; convenes the City Records Committee, consisting of records management liaisons from each City department, on a regular basis to initiate, complete and report on records-related projects.Applies for grants to assist with records management needs or projects; attends various seminars and meetings; remains current on developments in records management and related fields.Serves as the City’s primary notary public; performs notarial duties as required for City documents and upon request by the public.Recommends changes in procedures and policies as appropriate in a general effort to improve efficiencies.Maintains timely and regular attendance.Other duties as assigned.MINIMUM QUALIFICATIONSA bachelor’s degree with coursework in business administration, public administration, records management or a field preparatory for the responsibilities of the position, and 3 years of increasingly responsible records management or administrative experience; OR any combination of experience, education and training that would provide the level of knowledge and ability required.Knowledge of: City organization, operations, policies and procedures.Structure and operation of state, county and municipal governments.The Open Public Meetings Act, Public Records Act and principles of the Council-Manager form of government.Parliamentary procedures and Robert’s Rules of Order.Principles and practices of records retention, record keeping and records management.Electronic records management systems, such as Laserfiche.Technical procedures for archiving, indexing and retrieving public documents.Correct English usage, grammar, spelling, punctuation and vocabulary.Principles and best practices of office administration.Research techniques and procedures.Ability to: Perform the duties of the City Clerk in their absence.Record meetings accurately, compose draft summaries, record motions and accurately restate when requested.Read, interpret and apply rules, regulations, policies and procedures.Meet schedule and timelines.Support and model the identified vision, values and behaviors of the organization.Establish and maintain effective working relationshipsUse initiative and independent judgment within established procedural guidelines.Operate a personal computer utilizing a variety of standard and specialist software with proficiency, including Microsoft Office programs.Communicate effectively both orally and in writing.Remain organized under tight timelines.Develop, implement and maintain effective record-keeping systems, procedures and policies.Prepare accurate and reliable documents.License and Certification RequirementsSuccessful completion of a pre-employment background check is required.Valid Washington State driver’s license is required.A Notary Public designation is required within six months of hire.Certified Records Manager designation may be required within a specified period after hire.Certified Municipal Clerk designation may be required within a specified period after hire.SUPPLEMENTAL INFORMATIONThe regular work schedule is generally Monday through Friday, 8 am to 5 pm.

Work is primarily performed in an office which is busy, oriented to public service and subject to occasional work interruptions.

Noise level is moderate.

Position infrequently requires outdoor work, which includes driving a vehicle.

Outdoor environment can include uneven and unstable walking surfaces, tripping hazards and inclement weather conditions.

Attendance at meetings outside of regular work hours is required.

Physical RequirementsContinuous repetitive arm/hand movement is essential to performance.

The incumbent in this position must be able to discern voice conversation, have the physical ability to perform essential job functions, and have hand-eye coordination sufficient to operate computers, do keyboarding and operate other office equipment.

The incumbent must have the ability to produce legible handwritten documents and may need to push, pull, lift and carry up to 40 pounds.Additional Salary DetailsThe salary range for this position is $5422-$6803 per month.

The hiring range is $5422-$6072 per month.

Step increases are attained annually based on satisfactory performance.

The City of Bainbridge Island is an equal opportunity employer.

All employees and candidates for employment will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex/gender, race, national origin, religion, creed, color, marital status, veteran status, age, pregnancy, sexual orientation, gender identity, disability, genetic information or any other basis prohibited by law.