Deputy City Clerk/Events Coordinator

Job Description

Deputy City Clerk/Events Coordinator

The City of College Place is seeking a highly organized and community-focused individual to fill the dual role of Deputy City Clerk/Events Coordinator. This position plays a crucial role in supporting the City Clerk’s office by managing essential records, ensuring public transparency, tracking contracts, and coordinating various board and commission meetings. Additionally, the role is central to enhancing community engagement through the planning and execution of city-wide events, including the seasonal farmers market.

The ideal candidate will provide guidance to city staff on best practices for record keeping and archiving while also fostering strong relationships with vendors, sponsors, and community groups to deliver successful public events. Work performance will be reviewed through regular conferences, reports, and achieved results.

Reporting Structure

• Supervision Received: Serves under the direct supervision of the City Clerk.
• Supervision Exercised: Provides supervision to Seasonal Interns and Event Volunteers.

Core Responsibilities

This dynamic role encompasses a broad range of duties, blending critical administrative functions within the Clerk’s Office with creative and logistical event management. The incumbent will be responsible for a combination of the following duties, representative of the level of work appropriate to this class:

Events Responsibilities

Under the direction of the City Clerk, the Deputy City Clerk/Events Coordinator will:

• Coordinate the details and administer the operations of all City of College Place Annual Events.
• Oversee the successful planning and execution of the College Place Farmers & Artisan Market.
• Develop and maintain strong relationships with vendors, actively encouraging their participation in city markets and events.
• Assist the City Clerk in the development of comprehensive event sponsorship opportunity packages.
• Promote sponsorship packages effectively to area businesses and secure partnerships.
• Manage all administrative tasks related to the implementation and operation of various assistance programs for farmer markets, ensuring compliance with state and federal government regulations.
• Develop and manage strategic marketing campaigns for all city events, ensuring strict compliance with executed sponsorship agreements.
• Maintain and regularly update City website content information specifically related to City Annual Events and the Farmers & Artisan Market.
• Recruit, train, supervise, and evaluate volunteers for various events, ensuring adequate staffing and support.
• Act as the primary City Liaison for community-inclusive events organized by outside groups and organizations, facilitating successful collaborations.

Clerk Responsibilities

The Deputy City Clerk/Events Coordinator will also provide essential support to the Clerk’s Office, including:

• Develop and implement a robust plan to monitor and track contracts and franchise agreements.
• Ensure departments are proactively notified of expiration dates for contracts and agreements, allowing ample time for review, modification, or cancellation.
• Provide comprehensive administrative assistance for the City Clerk, City Administrator, and Mayor, covering tasks such as scanning, mailing preparation, archiving, travel arrangements, and community outreach support as assigned.
• Attend regular and special committee/commission meetings as assigned, accurately recording proceedings.
• Prepare detailed and accurate meeting minutes using proper legislative terminology.
• Assist in the preparation and maintenance of associated meeting packets and membership rosters for boards and commissions.
• Perform essential meeting follow-up activities, including the publication and filing of ordinances, resolutions, contracts, easements, deeds, bonds, or other documents requiring action and tracking after legislative decisions.
• Assist the City Clerk in providing guidance to city staff on public disclosure regulations and best practices.
• Support the City Clerk in ensuring compliance with all relevant state and City legislation concerning the handling, processing, and maintenance of official records, legal and public notices, open meetings act, public disclosure, and records management.
• Maintain and update website content information related to Advisory Board meeting schedules, Public Records Requests, and other City Clerk functions as assigned.
• Assist in composing and issuing legal notices in full compliance with State law.
• Monitor clerical services required to support the City’s advisory boards and commissions and make recommendations for improvements.

General Responsibilities & Core Values

Employees of the City of College Place are expected to model and foster the City’s core values, which include:

• Open and Honest communication and conduct.
• Cooperation and teamwork in all endeavors.
• Respect for colleagues, residents, and the public.
• Service-oriented approach to community needs.