Position Title: Deputy Clerk of the Board/Records Management
Job Code: Job Code: JC
Pay Range: $6,497.00 - $8,671.00
Job Description: DEPUTY CLERK OF THE BOARD/RECORDS MANAGEMENT Pay Grade 106
FLSA Exempt
Non-Represented
Summary A responsible position within the Executive Division that provides confidential administrative support and assistance to the Executive Assistant/Clerk of the Board, the Executive Office, and prepares confidential union correspondence.
Scope of Responsibility The incumbent will perform frequent new and varied work situations involving a moderate degree of complexity and operate from established and well-known procedures. Must maintain confidentiality/sensitive information discretion at all times.
Work is performed independently with minimal supervision from the Chief Executive Officer.
Essential Functions The following summarizes the essential or key responsibilities/attributes of the position the incumbent will be required to perform with or without reasonable accommodation: - Maintains the functions of the Executive Office in the absence of the Executive Assistant/Clerk of the Board including attending Board of Directors' meetings and taking and transcribing minutes.
- Assist the Executive Assistant/Clerk of the Board in the preparation, editing, proofreading, and production of monthly Board packets and minutes.
- Assist in preparing agency's confidential correspondence and provide confidential administrative support as necessary.
- Administer and enforce the Agency's Public Records Policy, ensuring legal compliance and best practices in records transparency and retention.
- Review requests to determine applicability, coordinate with departments to locate responsive records, review records for exemptions, and prepare them for release.
- Redact sensitive or exempt information in accordance with legal guidelines, such as personally identifiable information (PII), law enforcement exemptions, and health/privacy laws.
- Assist in maintaining detailed logs of public records requests, timelines, and correspondence to demonstrate good-faith compliance and reduce legal risk.
- Train and advise staff on public records requirements, retention schedules, and the proper classification and storage of records.
- Assist in maintaining agency documents and public records including agendas, minutes, contracts, agreements, resolutions, reports, etc. Maintains Executive Division files.
- Monitor legal and regulatory changes affecting public records to ensure the Agency's policies remain current and defensible.
- Initiate, collect, select, and compile data, and creates summary reports as required. May involve statistical calculations and tabulations in accordance with established formulas, equations, and technical data.
- Assist with processing agency budgeted travel, registrations, transportation, and accommodations. Assists in preparing agency's biennial travel budget.
- Responds to general inquiries from the public or other departments to supply information which is available and known, or directs to proper individuals within the agency.
- Assist in maintaining the agency's archive and retention system.
Other Functions - Schedule and reserve conference rooms for the agency and general public.
- Performs other related duties as assigned.
Knowledge, Skills, and Abilities Knowledge of - Modern administrative/clerical and office procedures, including files and records management.
- Board governance principles and best practices.
- Competency in grammatical composition, spelling, proofreading, and document layout.
Skill in - Microsoft Word, Excel, PowerPoint, and Microsoft Access programs.
- Keyboard and speed write accurately and efficiently.
- Work with numbers accurately.
- Communicate effectively both orally and in writing.
- Prepare written reports.
Ability to - Tact, discretion, and courtesy in internal, Board of Directors, and public contacts.
- Maintain confidentiality.
- Work under pressure situations and deadlines.
- Demonstrate independent judgment and personal initiative.
Education and Experience Requires high school diploma and one year of business related course work; three years' equivalent work experience (additional work experience may be substituted for course work).
Experience in a public sector or unionized environment preferred.
Working Conditions Responsibilities of this position may result in frequent, abrupt, and unexpected changes in work assignments, goals, deadlines, and length and irregularity of work hours to complete assignments before or after the normal workday.
Additional Requirements - Regular, dependable attendance required.
- Must be able to comply with C-TRAN's nonsmoking policy and work in a nonsmoking work environment.
- Must be able to perform the essential functions of the position, with or without reasonable accommodation.
- Must promote and model safety within the department and agencywide through reporting and addressing safety issues, supporting safety campaigns, maintaining a safe work area, assisting in safety training documentation, and certification record keeping.
Immigration Reform and Control Act of 1986. If selected for the position, documentation that you are a United States citizen, or an alien lawfully authorized to work in the United States will be required to establish your identity and work authorization in accordance with the employer's obligation under the Immigration Reform and Control Act of 1986.
Criminal Background Investigation. If selected for this position, employment will be conditional, pending completion of a criminal background investigation.
Public Disclosure Policy No. 510 All employees are required to retain public records, in accordance with C-TRAN's Public Disclosure Policy No. 510. A public record is defined in RCW (3) as any writing that is prepared, owned, used, or retained by any state or local government agency, and which contains information that relates to the conduct of government, or the performance of any governmental or proprietary function. The term "writing" is broadly defined in the Public Records Act, to include not only traditional written records, but also photos, maps, videos, voicemails, webpage and social media content, emails, text messages and tweets (RCW (4)).
The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive list of work requirements. Individuals may perform other assigned duties, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.
Our EEO Policy CTRAN is an equal opportunity employer (Minorities/Females/Disabled/Veterans). We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, disability, veteran status, or any other basis protected by applicable federal, state or local law.
