EXECUTIVE ASSISTANT / DEPUTY CITY CLERK
DEPARTMENT:City Attorney / Finance
SALARY:$3,971 - $5,295 /month (2019 wages)
OPENING DATE: December 7, 2018
CLOSING DATE: December 28, 2018
Under the direction of the Assistant City Manager/City Attorney, provide administrative support involving routine and complex legal assistant duties. The incumbent will work independently and follow processes. Requires high level of confidentiality, attention to detail, ability to meet deadlines, and ability to effectively prioritize tasks. As Deputy City Clerk, this position serves as the City Clerk in his/her absence, unavailability, or as assigned.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
All of the following are to be performed while adhering to City of Ellensburg operational policies, safety rules, and procedures. This position requires regular and consistent attendance to accomplish the following essential functions:
Provide administrative support to Assistant City Manager/City Attorney, including drafting, accurately preparing, and proofreading routine legal correspondence, pleadings, ordinances, resolutions, contracts, leases, easements, legal briefs and other documents within a timely manner; create and maintain complex case and legal files
Assist facilitation of records retrieval in response to public records requests; review hard copy and electronic records pursuant to state and federal laws; maintain public records log; assist the Assistant City Manager/City Attorney in production of public records in response to litigation discovery and public records requests
Assist and act in a confidential capacity to the Assistant City Manager/City Attorney, who is responsible for formulating labor relations policy and the preparation for and conduct of collective bargaining on behalf of the City; process sensitive labor relations material at the direction of the Assistant City Manager/City Attorney
Schedule appointments and meetings; order office supplies; provide information on routine legal matters in person and over the phone
Work effectively under pressure and with frequent interruptions, and sometimes with short deadlines
Work courteously and effectively with public officials, citizens, contractors, vendors, developers, supervisor, and other employees, both in person and over the telephone, assisting them with a wide variety of information pertaining to City and department
Assist legal department with budget by preparing draft departmental budget, monitoring of expenses within budget confines, and typing purchase orders for payment of bills
In the absence or unavailability of the City Clerk attend bid openings, staff meetings, and assigned regular and special council meetings; compose and type council follow-up and minutes using proper legislative terminology; perform duties related to business licensing, agenda reports, ordinances, resolutions, and proclamations, including preparation, proofreading, legal notices, record keeping and archive of all types of media
Prepare, coordinate and distribute City Council agenda(s)
Maintain municipal code; compile enacted ordinances; work with City’s codifier to maintain Citymunicipal code on-line and maintain paper version
Assist maintenance of City Clerk’s files and records
Publish adopted Ordinances, Resolutions and Interlocal Agreements on City’s website
Record legal documents; license and insure City vehicles; maintain accurate and up to date property and automobile schedules for audit-insurance purposes
Accept and process damage claims filed against and by the City of Ellensburg
Provide administrative duties for Administrative Offices by assisting visitors and answering telephones; assist with “Friday City Council Mail” when needed; direct citizen inquiries to other City Departments/ agencies as required; notarize documents.
Other duties may be assigned.
This is a representative sample--not to imply a complete listing of responsibilities and tasks.
To perform this job successfully, an individual must be able to perform each essential duty 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.
EDUCATION and/or EXPERIENCE:
High school diploma or equivalent; two years of legal assistant/paralegal/secretarial experience in civil or criminal litigation or municipal law; or two years of secretarial experience with emphasis on typing or preparing documents and written records, plus successful completion of American Bar Association accredited legal assistant/paralegal course of study. Previous experience in a law office is highly desirable.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other city employees.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES:
(A) Knowledge of: legal terminology, forms, and procedures; Municipal, District and Superior Court proceedings; legal research materials and methods; procedures for filing and serving legal process; forms and formats for documents used in municipal litigation; basic knowledge of budgets and budget preparation; recordkeeping techniques; City organization, operation, policies, and objectives.
(B) Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices; considerable knowledge of English composition, spelling, grammar, and punctuation;
(C) Ability to develop and maintain a thorough knowledge of the state public disclosure laws and state records retention laws;
(D) Skill in operation of listed tools and equipment; routinely exposed to confidential information; may disseminate such information consistent with departmental policies and procedures, requiring judgment;
(E) Ability to communicate effectively verbally and in writing; ability to work under pressure and adapt quickly to situations in a professional manner and handle stressful situations; ability to establish and maintain effective working relationships with City officials, City employees, and the general public.
TOOLS AND EQUIPMENT USED:
Phone; personal computer including MS Office Suite and Adobe PDF software; copy machine; fax machine; calculator; digital recording system. This is a representative sample – not to imply a complete listing of equipment and tools used.
CERTIFICATIONS, LICENSES AND REGISTRATIONS:
Notary Public, or ability to possess within three months of hire date; First Aid/CPR certification preferred
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use aforementioned tools and equipment such as a computer, keyboard, telephone, copy machine. The employee is frequently required to communicate with co-workers, other agencies, and members of the public and must be able to exchange accurate information. The employee is frequently required to be in a stationary position when performing office work. Must be able to move about inside the office and position self to access office equipment.
The employee must occasionally move and/or transport up to 25 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
The noise level in the work environment is usually moderate.
The key relationships described here are representative of those an employee encounters while performing the essential functions of this job.
While performing the functions of this job, the employee will provide information to, collect information from, coordinate projects and activities and solve problems with other departments, the City Council, the public, and other agencies. Contact will be made in writing, by telephone, and/or in person.
While performing the duties of this job, the employee will provide information to district court personnel, defense counsel, and the public. Information will be provided in writing, by telephone, and/or in person.
The employee will collect information from district court personnel. Information will be collected in writing, by telephone, and/or in person.
This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
BENEFITS: Public Employees Retirement System and Social Security; Medical/Dental/Life/ Disability Insurance, PTO (paid time off bank), holidays, and employee choice days.
FILING OF AN APPLICATION: A COMPLETED ORIGINAL CITY OF ELLENSBURG APPLICATION FORM IS REQUIRED. A RESUME SUBMITTED IN LIEU OF THE COMPLETED APPLICATION PACKET WILL NOT BE PROCESSED. Application forms may be obtained from the1st floor foyer or Human Resources Department, 501 North Anderson Street, Ellensburg, WA 98926. All applications will be reviewed and those applicants who most satisfactorily meet the requirements will be tested and/or interviewed. Reference checks will be made prior to an offer of employment. Appointment will be made as soon thereafter as possible.
IN ACCORDANCE WITH THE IMMIGRATION REFORM AND CONTROL ACT OF 1986, ALL NEW EMPLOYEES WILL BE ADVISED OF ACCEPTABLE DOCUMENTS TO VERIFY IDENTITY AND WORK AUTHORIZATION, WHICH MUST BE SUBMITTED WITHIN THREE (3) DAYS OF DATE OF HIRE. THIS IS A CONDITION OF EMPLOYMENT WITH THE CITY OF ELLENSBURG.
The City of Ellensburg is an equal opportunity employer and encourages applications from all persons without regard to race, creed, color, national origin, sex, age, marital status, disability or any other non merit factor. We will provide reasonable accommodation to disabled applicants, if requested and the Human Resources Department is notified at least two (2) days prior to the need.
THE CITY OF ELLENSBURG IS AN EQUAL OPPORTUNITY EMPLOYER EOE/M/F/D/V
HUMAN RESOURCES PHONE NO.: (509) 962-7222 FAX NO.: (509) 962-7143