Overview
Administrative Assistant I – Registrar [ESP3246] Jobs in Ogden, UT at Ogden City School District
Summary
The City of Issaquah is seeking its next Deputy City Clerk. Under the general direction of the City Clerk, this position staffs and provides parliamentary support to City Council committees and serves as back up to the City Clerk for City Council meetings. The incumbent prepares and distributes the meeting notices, agenda materials and meeting minutes for City Council committees. The position provides support to the staff liaisons for the City’s advisory boards and commissions and ensures proper noticing of board and commission meetings in compliance with the Open Public Meetings Act and agency policies. The incumbent oversees records management operations and the annual board and commission recruitment process. Issues cemetery deeds. This position serves as acting City Clerk in the absence of the City Clerk.
DISTINGUISHING CHARACTERISTICS
Distinguished from City Clerk by the responsibility of the Clerk for overall operations of the function, including oversight, direction, and strategic planning for the office of City Clerk.
SUPERVISION RECEIVED AND EXERCISED
Reports to the City Clerk.
Work is performed independently and under limited supervision.
BENEFITS
In addition to a competitive salary and excellent remote/hybrid work options, the City offers the following:
Excellent low- and high-deductible medical plan options, free for you and low cost to add your whole family.
Employer HSA contributions (with high-deductible medical plan): $3350 individual/$6650 family.
100% employer paid dental and vision.
Generous vacation and sick time, plus 40 hours of management leave yearly and 14 paid holidays.
Participation in the Public Employee’s Retirement System (PERS) with employer contribution.
$200/month match into a 457b deferred compensation account.
And more!
EQUITY STATEMENT
The City of Issaquah strives to be a diverse workforce that is representative of the community we serve. We value a variety of perspectives and life experiences and encourage people of all backgrounds to apply. Applicants are considered for employment without regard to race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, age, disability, veteran status, genetic information, or any other protected status under federal, state and local laws. We believe diversity and inclusion among our teammates is critical to the success of our City operations.
Essential Functions
Prepares City Council committee agendas. This includes overseeing the timeline, production and approval of written materials, reviewing content submitted from departments for accuracy, completeness and formatting and ensuring proper noticing of meeting materials.
Attends City Council committee meetings; schedules and facilitates both the in person and virtual elements of the hybrid meetings; acts as parliamentarian; assists with public comment; prepares meeting minutes.
Serves as back-up to the City Clerk in the preparation of City Council regular and special meeting agendas and minutes. Attends City Council meetings in the absence of the City Clerk. Ensures proper indexing and filing of official documents including legal notices, adopted resolutions, adopted ordinances and minutes.
Drafts the annual City Council calendar.
Assists with planning, managing and coordinating the various functions of the Division of the City Clerk.
Provides training to City staff and elected and appointed officials on City Council processes, the Open Public Meetings Act and the Public Records Act.
Serves as coordinator to the City’s board and commission staff liaisons in providing advice and support on meeting logistics, scheduling, meeting noticing, agendas and minutes.
Serves as a project lead on the development, implementation and maintenance of a records management program; ensures compliance with legal requirements and assists Departments with records digitization, storage and retrieval, archiving and disposal.
Posts and maintains accurate information for the Division of the City Clerk on the City’s website.
Functions as an administrator for the City’s agenda management system and City website.
Assists in the design and administration of the City’s electronic management system.
Issues Cemetery Deeds and serves as the liaison with the City’s cemetery partner.
Assists in the processing of invoices and other financial transactions.
Notarizes City documents.
Performs official certification and attestation in the absence of the City Clerk.
Conducts research and analysis; compiles data, prepares summary information and statistical reports.
Assists with special projects assigned to the City Clerk.
May accept claims and other legal papers served to the City.
Qualifications
EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS
Associates degree in Business, Records Management, Public Administration or a related field; and
Two (2) years of progressively responsible experience in a municipal clerk work setting or legal setting; or
Any combination of education, experience and training that provides the knowledge, skills and abilities required to perform the essential functions of the position.
Licenses and Certificates
Incumbent must possess or be willing to pursue Certification as a Certified Municipal Clerk (CMC).
Incumbent must possess or be willing to become a notary public.
WORK ENVIRONMENT
Work is primarily performed in an office environment.
The incumbent must be available to attend in person evening council meetings and other in person meetings as needed to fulfill the duties of this position.
Knowledge, Skills & Abilities
Knowledge of:
Local government structure and the legislative process.
Basic functions and responsibilities of the City Clerk.
Parliamentary procedures and State laws relating to City Council meeting procedures.
State and local regulations as they pertain to the open public meetings act, public records act and records retention.
Principles and practices of office management and work organization.
Electronic records management systems.
Skill in:
Use of computers, computer applications, and software, specifically Microsoft Word, PowerPoint and SharePoint
Use of virtual meeting software, specifically Webex and Microsoft Teams.
Basic written and verbal communication.
Ability to:
Interpret standard legal documents, policies and procedures.
Research and review state law and local code.
Analyze information and exercise judgement.
Record information accurately and concisely.
Research and organize findings.
Manage timelines and meet strict deadlines.
Maintain electronic filing systems.
Manage and develop electronic records management software.
Draft and develop written materials, documents and reports.
Establish and maintain effective working relationships with City staff, elected officials, and members of the community.
Maintain confidentiality and exercise discretion, diplomacy and tact.
In recognition of the value its employees deliver to the organization, the City of Issaquah offers a generous compensation and benefits package, which includes 12 paid holidays and 2 paid personal holidays per year; vacation and sick leave; medical, dental, vision, and orthodontia insurance for employees and their eligible dependents; optional Flexible Spending Account; Employee Assistance Program; life and disability insurance; wellness program; education tuition reimbursement; deferred compensation options with matching contributions; and retirement benefits through the Washington State Retirement System. The City is a member of the Social Security System.
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Title: Administrative Assistant I – Registrar [ESP3246]
Company: Ogden City School District
Location: Ogden, UT
