This position is responsible for performing clerical administrative support and data management functions for the City Clerk’s Office, including but not limited to data entry; maintaining records; responding to internal and external customer inquiries; filing; compiling, analyzing, and generating reports. Provides backup support for the Customer Service Specialist II providing direct customer service to the public at the front counter, over the telephone, and electronically. Assists other departments and divisions as needed.
 
This position is within a collective bargaining unit.

• Provides clerical and administrative support services for the City Clerk’s Office.
• Researches, composes and prepares correspondence, documents, reports, forms and contracts and checks for accuracy, grammar and content. Maintains and updates departmental files and records, files information and materials, and ensures compliance with rules and regulations relative to the retention and destruction of files and other public records.
• Answers routine inquiries, records complaints, resolves routine issues or routes non-routine concerns to appropriate location. Assists employees and the public, responding to inquiries in a timely and professional manner.
• Assists the City Clerk in duties relating to the City-wide records management program, and processing and/or coordinating release of records as assigned by the City Clerk.
• Responsible for receiving, reviewing for completeness, and coordinating the overall review process associated with special event applications. Duties shall include reviewing comments from various City departments and local service providers, and preparing written correspondence, including the final permit, for review by the City Clerk and City Manager.
• Serve as secretary to the City’s Lodging Tax Advisory Committee, including preparing for the annual lodging tax grant application period, scheduling application review by the Committee, taking minutes and preparing recommendations for City Council consideration. Responsible for drafting tourism contracts for legal review and approval as required by City policy. Responsible for collecting and compiling data needed for submitting the required annual tourism grant report (JLARC) to the Department of Commerce.
• Provides support for planning and advertising City Council regular and special meetings, publishing legal notices and notifying the public/media as required by law. Writes and prepares meeting minutes and submits for review by the City Clerk and approval by the City Council.
• Supports the City Clerk in the coordination and setup of City Council regular and/or special meetings and events as directed.
• Responsible for the codification of City ordinances and recording and/or posting of official City records.
• Serves as a backup for the City Clerk in the event of their absence.

EDUCATION and/or EXPERIENCE: High School Graduate or have a GED; have taken business or other related courses and have one year of administrative support experience; or an equivalent combination of experience, education, and training that would provide the level of knowledge and ability required for the position.
 
LANGUAGE SKILLS: Ability to compose correspondence, meeting minutes, and other official materials while effectively employing principles of good correspondence.  Strong verbal communications are essential to the position.  Have skill in communicating and presenting a positive, professional image of City services.
 
MATHEMATICAL SKILLS:  Ability to complete accurate mathematical calculations as may be required for the position.
 
REASONING ABILITY:  Ability to work within established guidelines with little direct supervision; ability to perform a variety of tasks at the same time; and ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
 
CERTIFICATES, LICENSES, REGISTRATIONS: Have or have the ability to obtain, a valid Washington State Motor Vehicle Operator's license and a Certificate of Appointment as a Notary Public within six months of employment.
 
OTHER SKILLS and ABILITIES:  Strong telephone skills are required. Ability to accurately type a minimum of 50 WPM. Ability to operate standard office machines; ex: computer, recorder, calculator, telephone, copy machine, etc. Experience in using Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat.
 
PHYSICAL DEMANDS: The work environment described here is representative of those that must be met by any employee to successfully perform the essential functions of this job. While performing the duties of this position, the employee is regularly required to walk, stand, stoop, and sit at a desk. This employee must occasionally exert or lift up to 25 pounds.

The work environment described here is representative of those that must be met by any employee to successfully perform the essential functions of this job. While performing the duties of this position, the employee is regularly required to walk, stand, stoop, and sit at a desk. This employee must occasionally exert or lift up to 25 pounds.