RES 15-013RESOLUTION NO.15 -013
A RESOLUTION revising the job description for a non-
represented position effective October 1,2015.
THE COUNCIL OF THE CITY OF CAMAS DO RESOLVE AS FOLLOWS:
Section I
The titled job description of Administrative Assistant shall be revised to Administrative
Assistant/Deputy City Clerk,and the changes and duties shall be outlined in any job description
proscribed by the City,and may be revised from time to time.The new position description is
attached hereto as Exhibit “A”and shall be effective as of October 1,2015.
Section II
The salary scale for Administrative Assistant /Deputy City Clerk shall be as set forth in
the salary schedule attached hereto as Exhibit “B”with an effective date of October 1,2015.
ADOPTED by the City of Camas at a regular mealing this day of
,2015.-
SIGNED:
ATTEST:
Clerk
APPROVED as to form:
City Attorney
CITY OF CAMAS
Union Status:Non-Represented
August 2015
ADMINISTRATIVE ASSISTANT/DEPUTY CITY CLERK
Class specifications are intended to present a descriptive list of the range of duties performed by
employees in the class.Specifications are not intended to reflect all duties performed within the job.
JOB OBJECTIVES
This is a highly confidential and responsible position,which under the direction of the Administrative
Services Director,provides advanced administrative and professional support to the Administration,
Legislative and Administrative Services Departments,manages the flow of legislative records by
maintaining the official record of City Council actions,manages and maintains city documents and
responds to public requests for information.This position also monitor various social media and
public presence platforms for the city.Perform the duties of the Human Resources Assistant in the
direction and absence of same and direction of the Administrative Services Director.
ESSENTIAL FUNCTION STATEMENTS
The following tasks are typical for positions in this classification.Any single position may not perform
all of these tasks and/or may perform similar related tasks not listed here:
Perform day-to-day administrative tasks such as compose and proofread correspondence,reports,
charts and presentations using word processing,spreadsheet,database or presentation software;
distribute or file official forms,maintain records,make travel and conference-registration
arrangements and maintain calendars
Schedule and provide assistance at meetings,appointments,teleconference calls,events,programs
and activities;schedule or contract meeting facilities as requested
Communicate directly with supervisors,co-workers,the public and outside agencies in a courteous
and professional manner.Screen calls,visitors and correspondence;route appropriately
Collaborate with staff to assist in developing and maintaining administrative goals,objectives,
policies,procedures and tasks supporting the Administrative Services Department
Lead,plan,train,and review the work of staff responsible for performing a variety of administrative
support functions within assigned area,verify the work of assigned employees for accuracy,proper
work methods,techniques and compliance with applicable standards and specifications;give input
on employee performance as requested
Perform administrative work in support of City Clerk functions,operations and programs (public
records,council agenda preparation and meeting,records management,legal notices,elections,
oaths of office,bids,etc.)as set forth by the Washington Administrative Code,Revised Code of
Washington (RCW),Camas Municipal Code and IIMC
Plan,direct and manage the maintenance,filing,safekeeping and computerization of all city,
confidential and municipal documents,records,reports and files in accordance with established
procedures,laws and retention schedules
CITY OF CAMAS
Administrative Assistant/Deputy City Clerk (Continued)
Support the Council and assigned committee meetings and public hearings,monitor public
comment,and record all actions taken by the City Council in compliance with Camas'Council Rules
and Procedures,Open Public Meetings Act,Camas Municipal Code and Revised Code of Washington
Manage and administer the City Council Legislative and Committee Agenda Process utilizing an
automated legislative management workflow system;serve as a subject matter expert and power
user to assist and train other system users
Respond to Public Records Act requests and inquiries from the public,other municipalities and state
officials,in a courteous manner;conduct research,compile data and prepare information
Maintain and update the Camas Municipal Code
Researches,participates,and provides input with labor negotiations and labor related issues
including financial and operational proposals,participating in management strategy sessions;attend
negotiations sessions as scribe;compile draft and final versions of bargaining agreements;maintain
confidential bargaining notes and files;assist with mediations and arbitrations as requested
Assist in creating,managing and monitoring the city's social media and public presence;write press
releases and maintain archive of press material relating to city;prepare informational packets about
the city upon request
Perceives when non-routine activities are required and offers to help without needing to be asked.
Makes efforts to modify workload to assist with emergency situations,assignments or projects
whenever possible
AUXILIARY FUNCTION STATEMENTS
Provide assistance in a variety of special projects as assigned.
Follow all safety rules and procedures established for work area.
Perform related duties and responsibilities as required.
QUALIFICATIONS
Knowledge of:
Office management principles,methods and procedures;administrative policies and procedures
including records management and retention policies
Office equipment including computers and supporting word processing,database and spreadsheet
applications including MS Office,image files,desktop publishing software and database systems
Business correspondence writing;proper spelling,grammar,punctuation and sentence structure
that is completed quickly and accurately
Practices used in minute taking and preparation
CITY OF CAMAS
Administrative Assistant/Deputy City Clerk (Continued)
Principles and practices in order to organize and prioritize time,tasks and projects;at times,during
heavy workloads or short timelines
Methods and techniques of public relations,professional communication in person,in writing,or by
telephone or e-mail
Various social media platforms including web feeds,blogs,wikis,photo sharing,video sharing;i.e.
Facebook,Twitter,Linkedln accounts,etc.
Mathematical and accounting principles and applications
General knowledge of structure and function of local government,the Revised Code of Washington,
Camas Municipal Code and Camas policies and procedures
Using relevant information and exercising sound judgment to analyze facts,arrive at valid
conclusions to determine whether events or processes comply with pertinent Federal,State and
local laws,codes,regulations,or standards;comprehend,interpret and apply regulations
Basic parliamentary procedure procedures and related information
Public Records Act and Open Public Meetings Act
Training and presentation expertise
Research methods and techniques in order to obtain information related to projects or assignments;
compile,categorize,tabulate,audit,verify and prepare reports and analysis
Ability to:
Maintain the confidentiality of sensitive and confidential information
Understand the organization and operation of the city and of outside agencies as necessary
Perform effectively while maintaining a professional demeanor during public and /or televised
meetings
Work professionally and appropriately with elected officials
Work independently in the absence of supervision in order to adapt to changing priorities,
assignments,and assist with emergency situations,manage and prioritize workload and assignments
keeping to deadlines,work on several projects at one time
Respond tactfully,clearly,concisely and appropriately to inquiries from the public,press or other
agencies on sensitive issues in area of responsibility
Communicate with strong verbal and written interpersonal skills;understand and carry out oral and
written directions
CITY OF CAMAS
Administrative Assistant/Deputy City Clerk (Continued )
Problem solve by analyzing information and evaluating results to choose the best solution
Encourage and build cooperative working relationships and trust among team members,other staff
and outside agencies by communicating respectfully,clearly and concisely,both orally and in writing
Keep up-to-date technically and apply new knowledge to roles
Proofread legal and technical writing with strong attention to detail
Adapt to new procedures,processes,technologies,and interchanging job duties
Perform the essential functions of the job with or without reasonable accommodation
Education and Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and
abilities is qualifying.A typical way to obtain the knowledge and abilities would be:
Education:
Equivalent to the completion of the twelfth grade supplemented by 2 years specialized training
in office procedures or a related field.
Experience:
Four years of directly related experience or experience performing progressively responsible
administrative support /office management work
Additional Qualifications:
•Possession of a valid driver's license
•Washington State Notary License
•Certified Municipal Clerk (CMC)or ability to obtain the CMC designation
PHYSICAL DEMANDS AND WORKING CONDITIONS
The physical demands herein are representative of those that must be met by an employee to
successfully perform the essential functions of this job.Reasonable accommodations may be made to
enable individuals with disabilities to perform these essential job functions.
Environment:Office environment;exposure to computer screens.
Mobility:Sitting for prolonged periods of time;extensive use of computer keyboard.
Vision:Visual acuity to review written materials.
Other factors:Incumbents may be required to work extended hours including evenings and
weekends and may be required to travel outside city boundaries to attend meetings.
Exhibit B
Position 1 2 3 4 5 6 7
Administrative Assistant/Deputy City Clerk 4172 4295 4425 4557 4692 4834 4978