Salary : $56,952.00 - $64,092.00 Annually
Location : College Place, WA
Job Type: Full-Time
Job Number: 2000046
Department: City Clerk
Opening Date: 01/15/2025
Closing Date: Continuous
Description The City of College Place is looking for a
Deputy City Clerk/Events Coordinator to assist the City Clerk in the management and coordination of all duties relating to the activities of the Clerk's Office regarding records management, public disclosure, contract tracking, and meetings of various boards and commissions; planning and execution of community events and the seasonal farmers market. Provide guidance to city staff entrusted with the city's record keeping and archiving. Work is reviewed through conferences, reports and results obtained.
First review of applications will be on 1/31/2025, position open until filled. SUPERVISION RECEIVED : Serves under the direction of the City Clerk
SUPERVISION EXERCISED : Seasonal Interns and Event Volunteers
Essential Job Functions & Knowledge, Skills and Abilities ESSENTIAL FUNCTIONS Depending upon assignment, the incumbent may perform a combination of some or all of the following duties which are a representative sample of the level of work appropriate to this class.
Events Responsibilities - Under direction of the City Clerk, coordinate details and administer operations of City of College Place Annual Events and the College Place Farmers & Artisan Market.
- Develop and maintain vendor relationships and encourage their participation in City market and events.
- Assist Clerk in development of event sponsorship opportunity packages. Promote such packages to area businesses.
- Manage administrative tasks related to implementation and operation of various assistance programs for farmer markets through state and federal governments.
- Develop and manage marketing campaigns for all City events in compliance with executed sponsorship agreements.
- Maintain City website content information relating to City Annual Events and Farmers & Artisan Market.
- Recruit, train, supervise and evaluate volunteers for various events.
- Act as City Liaison for community inclusive events organized by outside groups/organizations.
Clerk Responsibilities - Develop and implement plan to monitor and track contracts and franchise agreements to ensure departments are notified of expiration dates in time to review, modify, or cancel as necessary.
- Provides administrative assistance for Clerk, Administrator and Mayor in areas of scanning, mailing preparation, archiving, travel arrangements, and community outreach support as assigned.
- Attends regular and special committee/commission meetings as assigned; perform an accurate recording of the proceedings and preparation of the minutes, using proper legislative terminology; and assists in the preparation and maintenance of associated packets and membership rosters.
- Perform meeting follow-up activities as needed, including publication and filing of ordinances, resolutions, contracts, easements, deeds, bonds, or other documents requiring follow up and tracking after legislative action.
- Assist City Clerk in providing guidance to staff on public disclosure regulation.
- Assist Clerk to ensure compliance with all relevant state and City legislation for handling, processing, and maintaining official records, legal and public notices, open meetings act, public disclosure, and records management.
- Maintains website content information relating to Advisory Board meeting information, Public Records Requests and other City Clerk functions as assigned.
- Assist in composing and issuing legal notices in compliance with State law.
- Monitor and make recommendations regarding clerical services required to support the City's advisory boards and commissions.
General Responsibilities - Employees of the City of College Place are expected to model and foster the City's core values: Open and Honest, Cooperation, Respect, Service, & Diversity .
- Provide back up in the absence of City Clerk, and assist with duties as necessary in the absence of the Community Development Administrative Assistant, Accounting Clerk II or III.
- Provide continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service.
- Perform other related duties as assigned.
KNOWLEDGE REQUIRED :
- Applicable state, federal, and local laws, codes, and regulations.
- Public speaking techniques.
- Oral and written communication skills.
- Public disclosure policy.
- Principles and practices of maintaining and managing public records, public meetings, and legal notices.
- Interpersonal skills using tact, patience, and courtesy.
- City organization, operations, policies, and objectives.
- Knowledge or interest in Lean performance techniques a plus.
SKILLS/ABILITIES REQUIRED - Maintain confidential and sensitive information.
- Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; work independently with little direction, set priorities and meet critical time deadlines.
- Excellent attention to detail and problem solving skills.
- Strong organizational and planning skills.
- Establish and maintain effective working relationships with diverse populations, co-workers and other agencies and work cooperatively with others as a member of a service-oriented team.
- Perform administrative work using independent judgment, initiative and discretion.
- Identify and utilize many sources of information for research and problem solving purposes.
- Produce clear, concise, and timely reports.
- Assist in development and implementation of division goals, objectives, and priorities.
- Analyze and assess event programs, policies, and operational needs and recommend resource allocation accordingly.
- Read, interpret, apply and explain rules, regulation, policies and procedures.
- Strong written communication skills, ensuring correct grammar, spelling, punctuation, and vocabulary.
- Strong oral communication and presentation skills.
- Conflict resolution and problem-solving skills.
- Operate modern office equipment including personal computer equipment using standard or customized software application programs appropriate to assigned tasks.
Education and Experience; Licenses, Certifications & Other Requirements MINIMUM QUALIFICATIONS :
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Two (2) years of increasingly responsible board or committee administrative support. Knowledge of and experience with the Washington State Public Records Act and Open Public Meetings Act. Detailed experience in large event development and planning. Proficient in MS Office. Equivalent combination of education and experience that will provide the necessary knowledge, skills, and abilities to be successful performing the essential functions of the job. Municipal government experience is preferred. Knowledge of virtual meeting software platforms is preferred. Bi-lingual English/Spanish is preferred. High school diploma or equivalent; college degree preferred.
LICENSE & OTHER REQUIREMENTS: Valid State of Washington driver's license and driving record acceptable to our insurance provider. Position holder needs to follow adopted city personnel and safety policies. Ability to obtain Certified Municipal Clerk's designation within 5 years of hire.
Position holder is considered an essential employee and should live within half hour drive-time of 625 S. College Avenue, College Place.
Working Conditions Environment
The work is generally performed within an office environment, which may include an open cubicle office setting, as well as out-of-doors for market and events. Will require occasional trips to other city offices and other agency offices for business purposes, and in inclement weather. Lighting and temperatures indoor are typically adequate, and there are little to no hazardous or unpleasant conditions caused by noise, dust, etc. The noise level in the indoor work environment is usually quiet to moderate. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies/procedures. Work outside of normal business hours is required for meetings and events.
Physical Demands
Indoor work is generally sedentary in nature, but may require standing and walking, and the ability to intermittently kneel down, stoop, bend at the waist, twist at the waist and reach, or sit for long periods of time. Operate a motor vehicle to visit various City and meeting sites. Must be able to read, write, and communicate clearly. Ability to lift, push, carry or pull materials and objects weighing up to 20 lbs. on occasion using proper lifting techniques. Operate standard equipment for assigned tasks. Good vision to read print and a computer screen. Ability to hear and speak to communicate in person, before groups, and over the telephone. Manual dexterity of hands and fingers to include repetitive keyboarding, grasping and reaching. Outdoor work requires some exertion such as climbing, walking over rough surfaces and loose material; crouching, bending, stooping and reaching; lifting of light to moderately heavy items. Work requires average physical agility and dexterity.
The City of College Place offers a highly-competitive compensation and benefits package designed to meet the needs of our employees and support our employees' health and well-being. Full-time positions receive the following benefits and have access to the following programs:
- Excellent preferred provider medical plan with substantial City-paid contribution
- City-paid dental and vision plans
- $50,000 basic life insurance with the opportunity to purchase additional life insurance for both the employee and eligible dependents
- Membership in the Washington State Department of Retirement Systems
- 12.5 paid holidays per year
- Generous vacation leave (8-16.67 hours/month depending on tenure)
- Sick leave (8 hours/month)
- Employee Wellness Program
- Employee Assistance Program
- Education Incentive: $25-AA, $50-BA
Optional Benefits
- 457(b) deferred-compensation plan
- Flexible spending plan
- AFLAC
Benefits may vary based on Collective Bargaining Agreements (CBA) with the City; employees should consult their respective CBA for specific information about their benefits.
01
Please explain what interests you about the Deputy Clerk/Events Coordinator position and why you would be a good fit for this position?
02
Please list any areas of study, degrees, professional licenses or certificates you hold that are related to this position.
03
Do you have a valid Driver's License?
04
Are you proficient in a foreign language?
05
If so, what language?
06
Do you have a high school diploma or GED?
07
Do you have any experience working with boards or commissions? If yes, in what capacity?
08
Briefly describe your experience in learning new database and software systems?
09
Please describe your technology skills and include your proficiency level with Microsoft Office Suite, agenda processing software, public meeting software, and records management software.
10
Do you have experience working for a government agency?
- No experience
- Less than 1 year
- 1-2 years
- 3 or more years
11
How many years of event coordination experience do you have?
- No experience
- Less than 1 year
- 1-2 years experience
- 3 or more years
12
This position requires attendance at City Council meetings and other related meetings. These meetings are conducted during evening hours and will require you to work after normal business hours. Some weekend hours may be required. Do you have the ability to meet this requirement?
13
Describe your experience, if any, processing public disclosure requests and managing records.
Required Question