CLERK OF THE BOARD/PUBLIC RECORDS OFFICER
EMPLOYMENT OPPORTUNITY
Clerk Of the Board/Public Records Officer
Position Summary: We are looking for a qualified and experienced individual to join our Executive Department to provide confidential and highly responsible administrative support to the Executive Director and the Board of Commissioners, and in managing the operations of the Executive Director’s office. This position reports to the Executive Director and participates as a member of the executive team, which includes the Executive Director and Department Directors.
Characteristic Duties and Responsibilities:
Performs and/or coordinates a variety of staff work for the Executive Director and the Board of Commissioners with considerable independence regarding appropriate practice, policy and procedure, and judgment in determining how matters are handled. Access and work involving confidential information requires the exercise of discretion.
Clerk of the Board
Schedule, coordinate and attend all meetings, hearings and sub-committee meetings of the Board of Commissioners. Coordinate and compose Board packet materials including resolutions, contracts, agreements, and minutes reflecting actions taken by the Board. Distribute packets to the Board, staff, press and members of the public through printed and electronic communication including the agency website.
Receives, screens, and prioritizes internal and external communications to the Board of Commissioners; tracks deadlines, maintains project files and coordinates information flow to and from the Executive Director, Department Directors and the Board of Commissioners.
Prepares agendas; researches, compiles, and analyzes data for special projects; collects and assembles data and background materials for a variety of reports and in response to requests from a variety of sources; and writes informational materials.
Provides updates, information and input for posting to the agency’s website as they pertain to the Board of Commissioners.
Prepares and publishes legal notices as directed and in accordance with established procedures and legal requirements.
Designated as the official recipient of service of papers (RCW 4.96) and claims for tortious conduct against the agency and is responsible for communicating such service to the Executive Director and the Board of Commissioners.
Maintains project files for the Executive Director and Department Directors, informs them of commitments and deadlines and coordinates final production and distribution of documents.
Serves as a Notary Public.
Public Records Officer
Serves as the Public Records Officer and leads departmental records retention team for the agency. Coordinates the maintenance and retention of all agency records including preservation of essential records for appraisal and transmittal to Washington State Archives for permanent storage.
Handles all public records requests, works with other departments for the collection of information or documents for dissemination to the requestor in compliance with the Public Records Act pursuant to RCW 42.56.
Executive Assistant
In the absence of the Executive Assistant, the Clerk of the Board receives, screens and prioritizes internal and external communications for the Executive Director.
This position reports to the Executive Director.
Salary Range: The range for this position is $7091 - $9536 per month, commensurate with experience. With rare exception, initial appointments are usually made at Step 1 ($7091). Employees typically progress from Step 1 to Step 2 at six-months from their hire date and annually thereafter with satisfactory job performance. Step increases are based on a seven-step progression in each pay range with each step being approximately 5% higher than the previous step.
Benefits: Full-time employees receive a generous benefits package including subsidized medical insurance and fully paid dental insurance for employee and dependents, as well as disability insurance and life insurance. This position participates in the Washington State Public Employees’ Retirement Plan with the option of participating in a state administered deferred compensation plan. Employees receive a generous general leave accrual and 11 holidays pro-rated based on the number of hours worked per pay period up to a maximum of 80 hours per pay period. Kitsap Transit also provides employees and certain dependents with a free transportation pass on Kitsap Transit.
Hours of Work: Work is conducted during regular business hours, Monday through Friday. May require occasional evening or weekend work.
Qualifications:
Kitsap Transit employees who wish to apply must have a satisfactory performance and attendance record. Kitsap Transit Operators with any of the following criteria in the last twelve months are excluded from recruitment opportunities:
- a current Decision Making Leave or higher in the Safety category
- more than two held customer complaints
- more than four unscheduled absences
- more than two late reports
Education and Experience: AA Degree in Business Administration and five years of increasingly responsible administrative/executive support experience, or an equivalent combination of education and experience. Prior experience working with elected officials and in-depth knowledge in and experience with Public Records disclosure pursuant to RCW 42.56 and Washington State records retention guidelines is highly preferred.
Knowledge, Skills and Abilities: Following are some highlights of the knowledge, skills and abilities required to be successful in this position.
- Field of assignment sufficient to perform the scope of responsibilities thoroughly and accurately as described in the duties and responsibilities section
- Open Public Meeting Act (RCW 42.30)
- Public Records Act (RCW 42.56)
- Washington State Records Retention guidelines (RCW 40.14)
- Roberts Rules of Order
- Maintaining confidentiality of sensitive information and materials.
- Ability to use tact, discretion, and courtesy in communicating with interdepartmental staff, Board of Commissioners, other local and state elected officials and public contacts.
- Ability to work under pressure situations, deadlines.
- Performing responsible and difficult administrative work, exercising discretion, independent judgment and personal initiative.
- Written and oral communications skills with the ability to prepare clear and concise reports.
- Using personal computers and office software including word processing, spreadsheets, presentation and database programs in a Windows-based operating environment.
- Maintaining official records and coordinating records retention schedules for an agency.
- Taking and transcribing minutes.
- Conducting research and preparing reports, documents and correspondence.
- Understanding, explaining and applying regulations, procedures and guidelines.
- Establishing and maintaining effective working relationships with other Kitsap Transit employees, the Board of Commissioners, representatives from other agencies and the public.
Licenses/Certifications:
Certified Municipal Clerk Certification preferred
Notary Public license preferred
Working Conditions/Physical Requirements:
Positions in this class typically require dexterity of hands and fingers to operate a computer keyboard and other equipment, grasping, feeling, talking, hearing, seeing and repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.
Kitsap Transit values the safety of our employees, our visitors, and our community. In support of these values, if you are selected for this job you must be fully vaccinated against COVID-19 and submit proof that you are fully vaccinated against COVID-19.
“Fully vaccinated” would mean one Johnson & Johnson vaccine, or two Pfizer, or two Moderna vaccinations. Please note that the definition of “fully vaccinated” may evolve based on CDC Guidance.
The successful candidate will be expected to meet the qualifications for the position and perform the essential duties with or without reasonable accommodations.
Selection Process: After evaluating the completed application packets, we will invite the most qualified applicants to the next step in the recruitment process. We will not make any hiring decisions until all steps in the selection process are completed, including references and background checks. Kitsap Transit does not pay any relocation costs.
To Apply: If you decide to apply for this position, please visit our employment link at http://kitsaptransit.appone.com/. Please contact Marianne Rajan in the Human Resources Department at (360) 478-5852 if you have any questions.
Closing Date: Your completed application must be submitted online by 4:00 PM, Friday June 10, 2022. You may include a resume; however, it may not be used in lieu of a completed application.
- Selective certification may be used to achieve affirmative action goals. You can find Kitsap Transit’s EEO Policy at https://www.kitsaptransit.com/uploads/pdf/eeo-policy-statement.pdf Please contact Marianne Rajan, Human Resources Manager at (360) 478-5852 if you have any questions.
- Kitsap Transit is committed to providing access and reasonable accommodation in its services, programs, activities, and employment for individuals with disabilities. To request disability accommodation in the hiring process, contact jobapplada@kitsaptransit.com at least ten days in advance or 360-479-4348 (TDD).
- If you qualify for the Veterans Scoring Criteria under RCW 41.04.005 and 41.04.010, you must answer all questions regarding Veterans Scoring Criteria Status Declaration in the application and upload a copy of the substantiating document as listed in the application.
- Kitsap Transit is subject to the requirements of the Federal Drug-Free Workplace Act and CFR Part 40 & Part 655, which prohibits the use of marijuana at any time while employed by Kitsap Transit.