City Clerk

Position summary

The City Clerk maintains the city’s official legislative records, supports city council proceedings, safeguards city documents and the city seal, and coordinates administrative and records functions. The position exercises accuracy, discretion, and sound judgment while serving elected officials, staff, and the public.

Essential duties and responsibilities

• Maintain a full, accurate record of city council acts and proceedings; attend meetings and prepare, preserve, and distribute minutes.
• Coordinate agendas, council packets, meeting notices, public hearing notices, and follow-up on council actions in accordance with applicable law and city procedures.
• Record and preserve ordinances and resolutions. Complete ordinance certificates identifying the number and title, documenting required publication and posting, and certifying the accuracy of the official record copy.
• Serve as custodian of the city seal; attest city documents and acknowledge execution of city instruments requiring acknowledgment, within legally authorized authority.
• Maintain books, accounts, supporting records, and reports assigned to the clerk and required by the State Auditor; coordinate with the treasurer and provide records for audits.
• Maintain organized official files, including legislation, contracts, agreements, notices, and correspondence; oversee retention, preservation, transfer, and authorized disposition under applicable records schedules.
• Coordinate public records searches and responses with the designated Public Records Officer; serve as that officer if formally designated.
• Coordinate publication and posting of adopted legislation and required notices; maintain proof of compliance.
• Take and certify necessary affidavits concerning claims against the city without charge when legally authorized.
• Coordinate deputy clerk appointments through applicable city appointment procedures; train and supervise authorized deputies and assigned staff.
• Provide administrative support to the mayor and council, communicate accurately with the public, and coordinate with departments and legal counsel.
• Perform other duties required by applicable statutes, city ordinances, or lawful assignments consistent with the position.

Knowledge skills and abilities

• Knowledge of municipal meeting procedures, records management, public records requirements, and the Open Public Meetings Act.
• Ability to produce accurate minutes, certificates, notices, correspondence, and reports; organize records and manage competing deadlines.
• Proficiency with word processing, spreadsheets, email, electronic document systems, and meeting technology.
• Ability to exercise discretion with confidential information while meeting public disclosure obligations.
• Ability to communicate clearly, work cooperatively, and provide courteous service in difficult situations.

Minimum qualifications

High school diploma or equivalent and three years of progressively responsible administrative, records, or clerical experience, or an equivalent combination of education and experience. Municipal experience is preferred. These recruitment qualifications are subject to any additional qualifications established by city ordinance.

Preferred qualifications

Experience supporting a municipal clerk’s office; training in public records and open public meetings; Certified Municipal Clerk designation or willingness to pursue certification.

Conditions of employment

Complete required training and maintain any oath, bond, or other credentials required by applicable law or city ordinance. Attend evening council meetings and other meetings as assigned. Employment terms and wage-and-hour classification shall be established separately by the city.

Working conditions

Work is primarily performed in an office using computers and office equipment, with frequent public contact and time-sensitive tasks. The employee must be able to perform essential functions with or without reasonable accommodation.

Authority and application

RCW 35A.12.020 requires a city clerk for a mayor-council code city and requires appointive officers’ authority, duties, and qualifications to be prescribed by charter or ordinance. This description implements duties authorized by applicable Winlock ordinances and does not independently confer statutory powers or deputy appointment authority. The clerk duties described in RCW 35.23.121 are used as a reference; that section governs second-class cities. Applicable law and city ordinances control any conflict.

The City of Winlock provides equal employment opportunity and reasonable accommodation as required by law.

Other Requirements: Possess a valid Washington State Driver’s License,

Must be bondable,

Successfully pass Criminal Background Check.

Job Type: Full-time

Pay: $28.50 - $35.46 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

People with a criminal record are encouraged to apply

Application Question(s):

• Write a statement regarding your ability to organize documents and prioritize paint

Education:

• Bachelor's (Preferred)

Experience:

• Legal administrative: 1 year (Preferred)
• Administrative: 3 years (Required)
• managing/supervising: 6 years (Required)

License/Certification:

• Certified Notary Public (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Winlock, WA 98596 (Required)

Ability to Relocate:

• Winlock, WA 98596: Relocate before starting work (Required)

Work Location: In person