City Clerk

The City of Kirkland's Finance and Administrative Services Department is seeking to hire a City Clerk!

Why Kirkland?

• Manages and provides oversight of City Council meeting agendas and meeting packets to ensure City Council procedures have been maintained, legal notices and publication requirements have been met, and quasi-judicial correspondence and agenda items have been clearly identified for appropriate handling and processing. Reviews actions taken by the City Council and directs required notifications to federal, state, and local authorities.
• Attends regular and special City Council meetings; oversees or performs an accurate recording of the proceedings and preparation of the minutes, using proper legislative terminology; recording, indexing, and filing for the public record; coordinates off-site City Council meetings.
• Acts as the official filing agent for the city for claims for damages and accepts service of process in accordance with Kirkland Municipal Code 3.16.070 and RCW 4.28.080(2).
• Acts as the city's point of contact with King County Elections and assists with the processing of local ballot measures, elected official filings, and inquires, as needed.
• Serves as custodian of official City records and public documents; performs certification and recording for the City as required on legal documents and other records requiring such certification; seals and attests by signature to ordinances, resolutions, contracts, easements, deeds, bonds, or other documents requiring City certification; catalogs and files all City records.
• Evaluates, interprets, and responds to requests for public disclosure in accordance with City administrative procedures, local, state, and federal laws. Establishes and updates organization procedures as needed.
• Manages on and off-site records storage, archiving, retention, destruction and disaster recovery of City records.
• Plans, develops implements and administers the records management component of electronic systems and software throughout the City in coordination with the Information Technology department.
• Hires, trains, supervises, evaluates, and disciplines assigned staff, including delegating and prioritizing work.
• Maintains knowledge of new and revised legislation related to areas of responsibility and implements changes to local laws as may be required; develops policies and procedures for uniform administration and compliance.
• Ensures compliance with all relevant state and City legislation for handling, processing, and maintaining official records, legal and public notices, open meetings act, public disclosure, Volunteer Firefighter Relief Fund, and records management.
• Manages Citywide Board and Commission recruitments, interview processes, and the facilitation of Open Government Training.
• Prepares the annual budget and justifies budget requests for the City Clerk's division; assures the efficient and economical use of Division funds, resources and assets.
• Manages the passport application service and the information desk, including volunteers at the information desk. Acts as the city's Passport Facility Manager and Program Lead.
• Develops, prepares, manages, administers, and monitors budget for the City Clerk's Office.
• Represents the Department or City with regional and professional organizations; attends meetings and conferences, serves on committees and workgroups.
• Manages process for recording of City documents with King County Assessor'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.

• Performs functions as assigned in the City's emergency response plan in the event of an emergency.
• In consultation with the City Attorney's office, provides technical expertise on Open Meetings Act, Council rules, public disclosure, legal notices, records management and other State and local regulations.
• Negotiates Hearing Examiner contract on behalf of the City Council. May establish administrative hearing dates in compliance with state and local laws; attend hearings, record proceedings, and maintain official hearing files.
• Provides notary services and serves as staff contact for City notaries; provides updated information and answers questions regarding notary services.
• Responsible for developing measurable implementation plans that achieve the City's initiatives in the Diversity, Equity, Inclusion, and Belonging (DEIB) Roadmap.

• Thorough knowledge of Kirkland Municipal Code and state and federal regulations that impact First Class and Code Cities.
• Comprehensive knowledge of regulations, principles, and practices of maintaining and managing public records and legal documents.
• Thorough knowledge of and ability to interpret and apply public disclosure laws.
• Working knowledge of standard legal documents, processes and language and 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.
• Working knowledge of basic bookkeeping, accounting principles, and recordkeeping.
• Organizational skills to effectively manage multiple priorities and competing deadlines.
• Ability to attract, retain, supervise, and motivate, using leadership skills, a competent and professional staff.
• 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 and facilitate problem solving discussions.
• Advanced 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, multi-task, and work independently.
• PC proficiency including word processing and spreadsheet software.

Minimum Qualifications:

• Education: Bachelor's degree in Business or Public Administration; of Certificate in Paralegal Studies.
• Experience: 5 years of progressively responsible relative work experience, including at least 3 years in a lead or supervisory capacity.
• 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.

• Possess a Master Municipal Clerk (MMC) Designation from the International Institute of Municipal Clerks (IIMC); or have the ability to obtain within 3 years, with proof of possessing a Certified Municipal Clerk (CMC) Designation.
• 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 typical office environment.
• The individual in this position Is required to report on-site daily and is frequently required to sit for extended periods of time while attending meetings and/or while performing keyboard operations.
• Required to attend meetings taking place outside of regular working hours.

Selection Process

Position requires a resume and cover letter for consideration of application. Please note how you meet minimum qualifications within the cover letter. Applicants who are selected for next steps in the hiring process will be invited by phone or e-mail. Candidates are encouraged to apply at the earliest possible date as screening, interviewing, and hiring decisions will be made through the recruitment period, until such time as the vacancy is filled.

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 711.