Meeting & Records Assistant

Summary

Come join our City Clerk's Office to provide important support to public meetings, and assist with public records management! The schedule for this position is typically approximately 6 hours per week, including 2-3 hours of meeting support on Wednesday and/or Thursday evenings. Additional hours are flexible and may be coordinated to work with the successful candidate's schedule.

This position performs evening meeting support for hybrid in person and virtual meetings by operating virtual meeting software, facilitating participation by virtual attendees, and troubleshooting technical issues. This position also assists with records management functions within the City Clerk's office. This includes reviewing, categorizing, organizing, and indexing records either in paper or electronically. Job duties are of a moderate scope and complexity.

EQUITY STATEMENT

The City of Issaquah strives to be a diverse workforce that is representative of the community we serve. We value a variety of perspectives and life experiences and encourage people of all backgrounds to apply. Applicants are considered for employment without regard to race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, age, disability, veteran status, genetic information, or any other protected status under federal, state and local laws. We believe diversity and inclusion among our teammates is critical to the success of our City operations.

Essential Functions

• Supports evening, weeknight public meetings by facilitating virtual participation using the City’s standard virtual meeting platform.
• Ensures A/V equipment is set up and conducts audio video checks with meeting participants.
• Monitors virtual meeting attendees and facilitates public comment and presentations.
• Provides virtual meeting technical support to meeting participants.
• Manages in room view of virtual meeting.
• Remains up to date on virtual meeting software and troubleshoots remote meeting platform issues.
• Provides other assistance related to the meeting as needed including meeting setup, note taking, and meeting takedown.
• Conducts basic correspondence with meeting participants and staff.
• Serves as back-up in operating equipment to record and broadcast City Council and advisory board meetings.
• Provides occasional additional meeting support for City Council meetings, open houses and other advisory board meetings.
• Assists with records management functions in the City Clerk's office, including reviewing, categorizing, organizing, and indexing records in paper and digital formats.

Qualifications

• Graduation from high school, or equivalency; and
• One (1) year of progressively responsible office, technical, audio/video or meeting management experience; or
• Any equivalent combination of education, experience, and training that provides the required knowledge, skills and abilities.

Knowledge, Skills & Abilities

Knowledge of:

• Virtual meeting software and basic office equipment including computers and wireless and Bluetooth audio devices.
• Business correspondence standards.
• Software applications as required by specific job duties.

Skill in:

• Virtual meeting platforms and meeting management.
• Use of computers, computer applications, and software, including the Microsoft Office suite and SharePoint online.
• Basic written and verbal communication.

Ability to:

• Demonstrate computer hardware and software proficiency sufficient to effectively perform job duties.
• Understand and carry out verbal and written instructions.
• Establish and maintain effective working relationships with others.
• Operate office equipment and learn office methods, rules and policies.
• Maintain confidentiality of working information.

WORK ENVIRONMENT

Meeting support is primarily performed in a public meeting environment on weeknight evenings. Records management work occurs in person during regular working hours (typically 9 am to 5 pm).

Paid Sick Leave is available to employees to care for their own health and safety, and for the health and safety of their family members. All non-exempt employees in part-time, non-regular positions shall accrue paid Sick and Safe Leave at the rate of one (1) hour for forty (40) hours worked, beginning from date of hire.
Some part-time, non-regular positions are eligible for retirement benefits through the Washington State Retirement System.