Position Summary:

Under general supervision, this position serves as City Clerk coordinating and providing Council, community and customer services, and is responsible for Council agendas, packets, communications, minutes and performance of statutory duties such as recording and certifying ordinances.  This position provides complex administrative and clerical work in support of the City Manager, Deputy City Manager and the City Council.  Serves as the City’s Public Records Officer.

Essential Duties and Responsibilities:

• Organizes, coordinates and directs the operations and activities of the City Clerk’s Office.

• Compiles, prepares, reviews, distributes City Council meeting agenda information packets; works with departments to correct and revise agenda information and supporting documentation. 
• Manages the technical preparation, recording, and transcription of proceedings during special and regular meetings and public hearings of the City Council; attends meetings and ensures completion of required follow up on meeting action items.
• Reviews and processes the official documents, legal notices, adopted resolutions, ordinances, and minutes required for public meetings; assures the accuracy of documentation files, official records and Municipal Code; manages the publication of official notices, agendas, ordinances and resolutions. 
• Performs administrative and research functions for City Council as directed by the City Manager; oversees the recruitment process for board and commission vacancies; clarifies issues on City Council meetings, Open Public Meetings Act and formal meeting procedures. 

• Performs oath of office procedures and administers oath of office; notary public; serves as custodian of the corporate Seal of the City. Oversees bonding of employees as specified by state law and local codes.

• Serves as the City’s Public Records Officer.  Receive, process and respond to requests for public records in compliance with the Public Records Act (PRA) RCW 42.56.
• Serves as the City’s records custodian. Perform records management functions to ensure compliance with public records retention schedules pursuant to RCW 40.14.  Plan, coordinate and oversee records management for the City.
• Provide regular and ongoing consultation, training, and direction to other departments on the requirements of the Public Records Act, records retention policies and related City policies.
• Prepares correspondence and memoranda, often of a complex or confidential nature.
• Maintains confidentiality of materials and situations.
• Assists with the development of departmental budget.

• Assists with contract and grant proposals.
• Assists with the risk management program, and serves as the back-up delegate to the City’s insurance authority. Processes claims and works with insurance companies for reimbursement of costs. Assists City's insurance authority with claims made against the
• Serves as the city’s Safety Coordinator.
• Oversees the Title VI and Civil Rights program, works with other City departments and agencies, and ensure compliance with required

• Oversees the bid process for public works projects.
• Complete reporting requirements for various agencies.
• Maintain, disclose and destroy public records in accordance with the requirements of the WA Public Records Act and WA State Archives records retention guidelines.
• Timely and regular attendance.

• Follows/adheres to all city policies and procedures, and safety program regulations and requirements.
• Performs other duties and responsibilities as assigned.

Knowledge of:

• Municipal Code, resolutions, ordinances, and the Revised Code of Washington.
• Basic principles of the conduct of public meetings of elected and appointed bodies.
• Parliamentary procedure and Roberts Rules of Order.
• The Washington Public Records Act, RCW 42.56.

• City organization, operations, policies and
• Legal requirements pertaining to the recording and preservation of all municipal
• Modern office practices, procedures and equipment.
• Legal requirements pertaining to the opening of bids.
• Legal requirements pertaining to publication and posting of legal notices.
• Principles and practices of administering risk management programs.
• Federal, State and local laws and regulations governing municipal personnel administration, labor relations, EEO and Affirmative
• Safety, general liability and labor relations.

 Ability to:

• Interpret and apply legal documents, as well as federal, state and local regulations affecting assigned areas of responsibility.
• Work independently in evaluating, researching, and coordinating various assigned projects and tasks to a successful conclusion.
• Evaluate, plan, prioritize and implement program goals and objectives.
• Communicate effectively orally and in writing.
• Deal with the public tactfully and courteously.
• Maintain confidentiality.
• Develop, implement and maintain effective record keeping systems, procedures and policies.
• Prepare minutes of various meetings.
• Utilize a PC and various software programs to accomplish job duties.

• Speak in public in a confident, articulate, and concise manner.
• Perform the essential functions of the job, with or without reasonable accommodation.
• Establish and maintain effective working relationships among co-workers and other City personnel, elected officials, and the general public.

Education and Experience:

• High School Diploma or G.E.D
• Bachelor’s degree in Public Administration, Business Administration, or other closely related field is preferred.
• Five (5) years of general office experience dealing with the public, three (3) of which must be for a municipality, or responsible office/records management experience.

Licenses, Certificates and Other Requirements:

• Possession of a valid driver’s license.
• Possession of or ability to obtain Washington State notary public license within six (6) months.
• Must be bondable.

• Certified Municipal Clerk (CMC) designation is preferred or must be able to obtain within three (3) years.
• Certified Public Records Officer (CPRO) is desirable

• Must successfully pass all phases of the pre-employment hiring process, including but not limited to, reference checks and a criminal background check.

About City of Battle Ground

The City of Battle Ground is home to a current population of 21,780 and numerous businesses and service organizations who work together to preserve a strong sense of community. With the number and variety of shops, services, and dining opportunities in the City, Battle Ground serves as the commercial and social hub for the larger north Clark County area with a population of over 80,000. Located in the heart of Clark County, Washington, we are just 30 minutes from Portland, Oregon and the Portland International Airport. Battle Ground benefits from pristine surroundings while enjoying close proximity to the Portland-Vancouver metropolitan area. Our community enjoys and thrives on the abundance of natural surroundings and recreational activities. Located between the Pacific Coast and the Cascade Mountains, Battle Ground offers many parks, lakes, streams, and forested areas that provide a multitude of recreation activities.

Connections working at City of Battle Ground