Temporary Deputy City Clerk

Why Work for Kirkland?

Ranked as one of the most livable cities in America, Kirkland is an attractive and inviting place to live, work, and visit. We have big city vision while maintaining a small-town, community feel. If you are a candidate with the desire to join an organization looking to innovate into the future, the City of Kirkland is the place for you!

If you ask our employees why they love where they work, they'll tell you about the great people, work environment, supportive management and City Council, and fearless innovation.

We strive to embody the City's operational values: we work hard, we work together, we take initiative, and we care.

This is a temporary position to assist with our two Deputy City Clerks and includes a focus on supporting city-wide public disclosure

We also invest in you!

Competitive Wages:

We strive to maintain competitive compensation packages and work to provide wages that meet the knowledge, skills, and abilities of our employees.

Awesome Benefits:

The City offers benefits that are unmatched by most other employers. This includes:

• Paid medical, dental, and vision insurance for you and your dependents with no premium share  City-paid free employee health clinic

• City-paid ORCA card

• A health reimbursement arrangement (HRA)

• A robust retirement plan with employer contribution

• A Deferred Compensation plan with a low participation fee

• 12 paid holidays, including 1 floating holiday (prorated for part-time positions and mid-year start dates)  Generous package of paid vacation and sick leave

• Inexpensive Long-term and Short-term Disability coverage and Term-life insurance

Childcare Programs:

To help address the challenge of finding reliable childcare, the City of Kirkland has reserved spots for City employees at local and regional service providers, available at a discount. New employees gain access to Kirkland's reserved spots as soon as they start employment. Learn more!

Training and Career Development: The City of Kirkland believes in developing its employees. You will have access to training opportunities designed for career development and advancement based on your position, skills, and interests.

Summary

Under the direction of the Administrative Services Manager, the Deputy City Clerk position performs, supports, and implements the services, programs, and activities of the City Clerk's Office in accordance with state laws and City ordinances, in particular the public disclosure and records management functions.

Distinguishing Characteristics: The Deputy City Clerk position coordinates for the appropriate, compliant, and accurate management and disclosure of all City records; is the initial source for receipt and processing of internal and external requests thereto; and participates in the development, implementation, and review of public records management and disclosure policies and procedures. This position works collaboratively with the City Clerk/Public Records Officer position to ensure the delivery of services in the City Clerk's Office, and acts as the City Clerk/Public Records Officer in the incumbent's absence. This position provides back-up support for the Office Specialist position. The City Clerk and Public Records Officer functions are under the supervision and program direction of the Administrative Services Manager.

Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

•  Analyzes, administers, and proposes changes to the City's records and information management, retention, and disclosure-related policies, procedures, and protocols; initial point of contact agency-side for questions thereto.

•  Presents information to City staff and elected officials regarding new or existing programs related to public records management and disclosure; provides training and technical assistance to City departments in the use and implementation of public records management and disclosure policies, programs, and systems.

•  Administers records management and disclosure applications, software, and systems in accordance with applicable state and local rules and regulations. Coordinates with the Finance and Administration Business Analyst and IT Department on system administration, and advises on the organization and implementation of other electronic systems with records management and disclosure components.

•  Performs duties of City Clerk/Public Records Officer in incumbent's absence; maintain familiarity of all core duties and tasks related to the City Clerk/Public Records Officer functions. Provides input on the services, programs, and activities of the City Clerk's Office.

•  Fosters a positive and supportive work environment; promotes diversity, equity, inclusion, and belonging in the workplace, contributing to an environment of respectful living and working in a multicultural society.

•  Evaluates, interprets, and responds to requests for public disclosure in accordance with City administrative procedures, local, state, and federal laws; recognizes the sensitive nature of documents and limitations on disclosure; evaluates requests and safeguards the City's exposure for risk surrounding public records.

•  Communicates with requestors in order to provide "fullest assistance" to and "most timely possible action" on public disclosure requests; clarifies and prioritizes elements of the requests, estimates reasonable timeframes for response, and documents the communications in writing. Prepares response letters to requestors; schedule appointments for review of records; oversees review of records; responds to questions related to the City's public records ordinance and rules including the appeal process and closure of requests.

•  Conducts preliminary research on location of responsive records and coordinates with departments on production of records responsive to public records requests. Establishes timeframes for responses. Coordinates assembly of multi-departmental responses. Reviews collected records to ensure they are responsive and complete according to the request submitted to the City.

•  Conducts research and analysis to determine if collected records are exempt from production in whole or in part, and coordinates with the City Attorney's Office for reviews of records, or portions of records, determined to be exempt.

• Redacts exempt information from responsive records.

•  Oversees, manages, and facilitates on-site and off-site records storage, archiving, retention, destruction, and disaster recovery of City records; guides departments in preparing records for offsite storage, monitors record handling, and ensures retention and destruction measures are followed.

• Provides ongoing problem-solving assistance to citizens, Councilmembers, and all levels of City staff; assists users who are unable to locate records, update data, customize their settings; troubleshoots and provides problem solving solutions compliant with regulations, laws, and protocols.

Works closely with departments to determine best business processes and practices for the systematic preservation of total life cycle of records using both manual and automated methods as required; provides training on established guidelines, procedures, and improvements to all departments for accuracy in tracking and records management.

Peripheral Duties:

Assists the City Attorney's Office in establishing/maintaining legal holds and collecting records in response to litigation discovery requests.

Represents the Department or City in regional and professional organizations, as assigned; attends meetings and conferences, serve on committees and workgroups.

Performs functions as assigned in the City's emergency response plan in the event of an emergency.

• Demonstrate a working knowledge of open public meetings (RCW 42.30), public disclosure (RCW 42.56) and records retention (RCW 42.14) laws and Attorney General's Model Rules.

•  Demonstrate a working knowledge of Kirkland Municipal Code and state and federal regulations that impact First Class and Code Cities.

•  Working knowledge of regulations, principles, and practices of maintaining and managing public records and legal documents.

•  Working knowledge of standard legal documents, processes, and language; ability to interpret standard legal documents, policies, and procedures.

•  Working knowledge of functions of all City Departments, and specific understanding of functions, procedures, or policies of selected Departments.

•  Organizational skills to effectively manage multiple priorities and completing deadlines.

•  Analytical, public relations, and communication skills (both verbal and written) to comprehend, interpret, and explain rules, regulations, legal requirements, and policies to a diverse audience; able to facilitate problem solving discussions.

•  Interpersonal skills to build and maintain effective working relationships with a variety of internal and external customers and contacts.

•  Ability to remain flexible to changing priorities, multitask, and work independently.

•  Proficiency in computer skills including word processing, spreadsheets, databases, and document management systems.

Minimum Qualifications:

•  Education: Bachelor's degree in Business or Public Administration, or Certificate in Paralegal Studies.  Experience: 3 years' work experience with records management, retention, and public disclosure.

•  Or: In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill, and ability to proficiently perform the essential duties and responsibilities listed above.

Licenses and Other Requirements:

•  Possess a Municipal Clerk Certification from the International Institute of Municipal Clerks (IIMC); or have the ability to obtain within 3 years.

•  Possession of a Certified Public Records Officer designation or certification from an accredited records management program is preferred.

•  Possess or have the ability to obtain a Notary Public license.

Physical Demands and Working Environment:

Work is performed in a standard office environment.

Selection Process

Position requires a resume and cover letter (letter of interest) for consideration of application. Please note how you meet minimum qualifications within the cover letter. This position is open until filled, with a first review date by the 5th day of initial posting. Applicants who are selected for next steps in the hiring process may be invited to interviews.

NOTE: In addition to the application, applicants must submit a response to the Supplemental Questions during the application process

The City of Kirkland is a welcoming community where every person can thrive and grow. We value diversity, inclusion, belonging, and work together to support our community. We do this by solving problems, focusing on the customer, and respecting all people who come into the City whether to visit, live, or work. As an Equal Opportunity Employer, we are committed to creating a workforce that does not discriminate on the basis of race, sex, age, color, sexual orientation, religion, national origin, marital status, genetic information, veteran status, disability, or any other basis prohibited by federal, state or local law. We encourage qualified applicants of all backgrounds and identities to apply to our job postings. Persons with a disability who need reasonable accommodations in the application or testing process, or those needing this announcement in an alternative format, may call 425-587-3210 or Telecommunications Device for the Deaf 425-587-3111.