Career Center

Position Description

The City of Seattle is seeking a collaborative leader for the position of Deputy Director in the Office of the City Clerk, a division of the Legislative Department.  
 
About the Office of the City Clerk:
As a division, the Office of the City Clerk (OCC) serves as a public information hub for legislative processes, legislation research, and vital agency information and records. The mission of the OCC is to foster civic education, participation, and openness in Seattle city government through effective facilitation of the legislative process and transparent, accountable stewardship of public information and official records. The OCC aims to provide consistent high-level services which promote and strengthen a world-class government, building on the interdisciplinary strengths of the public office and the City.
 
As Deputy Director, you will support the City Clerk with overseeing the operations and goals of the division by providing leadership and direction over essential legislative, operational, and administrative services. You will provide technical assistance to elected and appointed city officials and the subject matter experts within their departments, as well as to the public. Within the Legislative Department, you will be responsible for the planning, coordinating, and management of the day-to-day operations of the Office of the City Clerk and its units, which include the Deputy City Clerks, Technology and Information Management Services, Archives and Records Management, Legislative Operations, and Information Services. You will play a key role in providing administrative and office supervision to assure that the daily activities of staff are performed in a timely and efficient manner. This position requires strategic initiative and the ability to exercise sound judgment, as well as the ability to work both independently and collaboratively with elected officials, City staff, and the public. 
 
You will be successful in this role if you:

• Are a forward-thinking, inclusive, and results-oriented leader who understands organizational dynamics, management principles/ practices, and employee development/ engagement.
• Embody the Office of the City Clerk Mission, Vision, and Values (Public Service, Accountability, Respect, and Stewardship).
• Possess leadership experience moving an organization forward in the areas of policies and procedures, collaborative strategy and analysis, and customer service in a City Clerk’s Office and/or a related organization which staffs a governing body or commission. 
• Have experience building strong teams and fostering an inclusive workplace culture with the ability to navigate difficult conversations and empower others.
• Are knowledgeable, experienced, and motivated about working to end institutional and systemic racism.

Job Responsibilities

Management and Administration

• Supervise and oversee assigned personnel and units within the Office of the City Clerk that provide support to the City Council, Legislative Department, and other city-wide functions. 
• Develop, supervise, and participate in the development and installation of new programs, procedures, and automated clerical systems. 
• Assist in developing, preparing, and monitoring of the division’s annual budget. 
• Provide leadership, direction, and guidance to staff; conduct performance reviews; provide input on hiring and disciplinary decisions.
• Perform the duties of the City Clerk in their absence. Serve as acting division director and signature authority for legislation and other official documents in the absence of the City Clerk.
• Identify training needs; develop or direct writing of segments of department policies, legislative procedures, standards, and training resources.

Legislative Process

• Assist with the preparation of Council Chambers for meetings. Attend City Council meetings and other Council Committees and subcommittees, as needed, including occasional off-site meetings and hearings. 
• Ensure and oversee the preparation of agendas, taking of minutes, the publication and filing of proceedings, and correspondence related to such meetings. 
• Serves as liaison to Seattle Channel staff.
• Coordinate Executive Sessions with the City Council.
• Supervise the execution of legal requirements relating to required filings. 
• Support the municipal elections process by overseeing the initiative measure, charter amendment, and referenda processes which includes assisting in the development of time-sensitive, legal correspondence to petitioners, the Mayor’s Office, City Council, City Attorney’s Office and King County Elections; coordinate signature-count teams; and ensure delivery of official documents to the King County Department of Elections. 

Program and Project Management 

• Responsible for facility coordination, including safety, security, and logistics.
• Coordinate the Emergency Preparedness program, including acting as Legislative Incident Command, serving on the Disaster Management Committee, managing the Continuity of Operations Plan, conducting drills, acting as the AlertSeattle contact, and facilitating department training. 
• Assist with the biennial review and update of Council Rules and Procedures.
• Oversee the Charter Committee review process.
• Supervise other project, programs, units, and/or special events, as assigned.

Communication and Professional Relationships

• Assist City departments, elected officials, local, state and federal agencies, and the public with the research of local laws, regulations, and City policies and rules. 
• Respond to complex public inquiries and/or complaints that cannot be resolved at lower position levels.
• Execute decisions in accordance with state statutes, codes, and ordinance interpretation.
• Promote and facilitate a safe, inclusive, and equitable workplace that supports employee engagement, innovation, and productivity. 
• Model best practices for service equity. 
• Identify ways to support equitable outcomes within operations goals. 

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.  

Additional Information

Work Environment
The Legislative Department is located at Seattle City Hall: 600 Fourth Ave. 3rd Floor, Seattle, WA. This position allows for the flexibility of a hybrid work schedule with a two-day in-office minimum requirement that may change over time based on operational needs.
 
Why work at the City?
The City of Seattle recognizes every City employee must play a role in ending institutional and structural racism. Our culture is the result of our behavior, our personal commitments, and the ways that we courageously share our perspectives and encourage others to do the same. To cultivate an antiracist culture, we seek employees who will engage in the Race and Social Justice Initiative by working to dismantle racist policies and procedures, unlearn the way things have always been done, and provide equitable processes and services.
 
Application Instructions:

1. Complete a NEOGOV online application by 4 PM on Tuesday, October 10, 2023.
2. Attach a PDF of your cover letter in which you clearly describe how your knowledge, skills, and abilities prepare you for the job responsibilities and qualifications outlined in the job announcement as well as how you have used diversity, equity, and inclusion principles in your day-to-day decision-making.
3. Attach a PDF of your resume.

Applications received without the requested materials will not be considered. 

Qualifications

You will be prepared to take on this role if you have following experience, skills, knowledge, and abilities (or a combination of education, experience, and/or training which provides an equivalent background required to perform the work of the class):

• Bachelor's degree in Business Administration, Public Administration, or a related field from an accredited college or university.
• Three years of progressively responsible leadership and public administration or similar experience in a City Clerk’s Office or a related organization which staffs a governing body or commission.
• Two years of experience supervising and/or managing professional staff.
• Certified Municipal Clerk (CMC) designation, or the ability to attain certification as a CMC within four (4) years of appointment.

Your success in this role will depend on your experience in and understanding of:

• Local government administration, services, and functions of a City Clerk's Office, including management of legislative standards, processes, and City Council proceedings, or equivalent experience with county or state government.
• Principles of open government and sunshine laws, including knowledge of the Washington State Public Records Act, the Open Public Meetings Act, General Rules and Procedures of the Seattle City Council.
• Knowledge of federal, state, and local election law.
• Familiarity with public sector employment rules and policies.
• Methods and techniques of supervision, training, and motivation. 
• Modern office management, procedures, practices, and equipment. 
• Research methods and techniques.
• Record management systems, principles, and practices. 
• Accounting and budget procedures. 

And your ability to: 

• Support and lead a team, ensuring their professional development, success, and the overall efficacy of the program.
• Lead multi-disciplined teams in the completion of complex projects. 
• Establish and maintain effective working relationships with elected officials, City staff, department directors, partner agencies, diverse communities, and other stakeholders. 
• Develop and implement advanced clerical procedures.
• Work effectively in a political and policy driven environment. 
• Clearly and accurately communicate orally and in writing.
• Demonstrate thoroughness and accuracy, and ability to review documents for completeness.
• Apply a race and social justice lens to affect change in procedure, operations, programs, and service delivery. 

 
Note: If you think you do not qualify, please reconsider. Studies have shown that women and people of color are less likely to apply to jobs unless they feel they meet every qualification. However, everyone brings different strengths to the table for a job, and people can be successful in a role in a variety of ways. If you are excited about this job but your experience doesn’t perfectly check every box in the job description, we encourage you to apply anyway.