2026-03-17 Council PSPHSP Committee PacketEdmonds City Council Agenda
March 17, 2026
Page 1
Agenda
Edmonds City Council
Public Safety, Planning, Human Services,
and Personnel (PSPHSP) Committee
CITY COUNCIL CONFERENCE ROOM
121 - 5TH AVENUE N, EDMONDS, WA 98020
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MARCH 17, 2026, 4:30 PM
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PUBLIC ARE ENCOURAGED TO ATTEND THE SAME WAY.
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PERSONAL DEVICES, A MONITOR IS PROVIDED AT THE CITY COUNCIL CONFERENCE ROOM AT 121
5TH AVE N, EDMONDS WA.
1. CALL TO ORDER
2. COMMITTEE BUSINESS
1. Sr. Office Specialist (City Clerk) Job Description First Reading – Human Resources (15
minutes)
ADJOURNMENT
For disability accommodations, materials in alternate formats, accessibility information, or language interpretation/ translation needs, please
contact the City Clerk at 425-775-2525 at your earliest opportunity. Providing at least 72-hour notice will help ensure availability.
Senior Office Specialist (City Clerk)Last Reviewed: 03/12/2026
Last Revised: 03/17/2026
City Council Agenda Item 2.1
March 17, 2026 - Public Safety, Planning, Human Services, and Personnel
(PSPHSP) Committee
TITLE:Sr. Office Specialist (City Clerk) Job Description (First Reading)
DEPARTMENT:Human Resources
PRESENTER:RaeAnn Duarte
NEEDED FROM COUNCIL:Action
RECOMMENDATION:Move to schedule the included Senior Office Specialist job description
on the consent agenda for the March 24, 2026 City Council meeting
for approval.
BUDGET:
Total Dollar Amount:N/A ☒ Approved in Budget
Fund(s):N/A ☐ Budget Reallocation Required
☐No Budget Impact
PROBLEM/ISSUE STATEMENT:
Edmonds City Hall receives many in person visitors and phone calls that allow citizens and interested
parties to successfully conduct business with the City and staff. After the retirement of City
Hall’s Administrative Assistant at the end of 2025 a review was completed in order to determine if the
needs of the City were being met by the existing position. It was determined that City Hall had a need
for primary reception services and that it would be best to complete any position changes prior to
recruiting for a regular employee.
CONTEXT, ANALYSIS, & ALTERNATIVES:
On May 18, 2021 Council approved a reorganization of the City Clerk department into the Administrative
Services department. This reorganization included changing the Senior Office Specialist from reporting
to the City Clerk to the Deputy Administrative Services Director. In 2023 City Hall’s Senior Office
Specialist position was eliminated and replaced by the Administrative Assistant position.
In partnership with Finance and the City Clerk, Human Resources conducted an analysis of the
administrative support needs previously fulfilled by the Administrative Assistant. It was determined that
the Senior Office Specialist is the appropriate classification to perform these functions and the City
would be best served by assigning this position to report to the City Clerk.
The attached Senior Office Specialist position has been revised to meet the 2026 identified needs of City
Hall including providing primary reception services and supporting general office functions. The Senior
Office Specialist position will report to the City Clerk as it did prior to the reorganization in 2021. The
Senior Office Specialist position will replace the existing Administrative Assistant position that is
currently filled with a temporary employee.
Following approval of the attached job description, an updated position ordinance will be presented to
Council for adoption.
Item 2.1
Packet pg. 2/10
Senior Office Specialist (City Clerk)Last Reviewed: 03/12/2026
Last Revised: 03/17/2026
RECOMMENDATION:
Move to schedule the included Senior Office Specialist job description on the consent agenda for the
March 24, 2026 City Council meeting for approval.
BUDGET IMPACTS:
The Administrative Assistant position is an AFSCME position at Pay Grade NE-29. The Senior Office
Specialist position is an AFSCME position at Pay Grade NE-25. If approved the budget impact result
would be a decrease in salary expenses of approximately 21.50% or approximately $1,234.00 per month
(based on Step 3 of the AFSCME pay grade).
ITEM HISTORY:
May 18, 2021 – Senior Office Specialist reporting department changed from City Clerk to Administrative
Services
ADDITIONAL INFORMATION:
N/A
ATTACHMENTS:
Senior Office Specialist Job Description (redline)
Senior Office Specialist (clean)
Item 2.1
Packet pg. 3/10
Senior Office Specialist (City Clerk)Last Reviewed: 07/19/202103/12/2026
Last Revised: 05/18/202103/17/2026
City of
EDMONDS
Washington
Senior Office Specialist
Department: City ClerkAdministrative Services Pay Grade:NE-25-06
Bargaining Unit:AFSCME Council 2 FLSA Status:Non Exempt
Revised Date:May 18, 2021March 17, 2026 Reports To:City ClerkDeputy Director
Administrative Services
POSITION PURPOSE: Under general supervision, performs a variety of specialized clerical and technical duties
in an assigned area of office; provides information and assistance to others as required. Serves as the first point
of contact for citizens, visitors, and stakeholdersinterested parties, representing the agency with professionalism,
integrity, and respect. Provides reception services for City Hall, operates elevator, and serves as telephone
operator for all city departments.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees
in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may
not be required to perform all duties listed and may be required to perform additional, position-specific duties.
Performs a variety of technical and clerical duties such as: processing accounts payable, posting records,
making mathematical computations and compiling and recording information from clearly indicated
sources.
Provides primary coverage of City Hall reception including:
o Opening and/or closing City Hall main entry doors according to business hours, or as directed.
o Greeting visitors promptly and courteously, ensuring a welcoming and inclusive environment for
individuals of diverse backgrounds.
o Providing clear, accurate information regarding City services, programs, policies, and procedures
in person or on the telephone.
o Overseesing visitor sign in, notifying staff of arrivals, and directing individuals to the appropriate
office or department, providesding elevator access to appropriate floor.
o Receiving incoming deliveries, notifying staff of arrivals; coordinating outgoing shipments and
courier pickups.
Performs duties and manages tasks efficiently with minimal supervision. Demonstrates initiative in
handling responsibilities, prioritizing work, and resolving routine issues.
Develops, prepares and maintains computerized records, inventories, maintenance management
systems, lists, logs and files related to office activities, customer service and other data specific to the
assignment; proofreads various written materials such as: reports, letters and other materials and assure
accuracy.
Performs various clerical duties including: answering telephones and greeting visitors; provides
information in person or on the telephone or refers to appropriate personnel.
Processes and routes all incoming and outgoing city mail, interdepartmental mail, and packages;
m.Monitorings the funds in the postage machine funds and requesting same when needed.
Item 2.1
Packet pg. 4/10
2 of 4
JOB DESCRIPTION Page 2 of 4
Senior Office Specialist (City Clerk)
Senior Office Specialist (City Clerk)Last Reviewed: 07/19/202103/12/2026
Last Revised: 03/17/20265/18/2021
Composes, prepares and types a variety of correspondence, memos, reports and other materials and
proofreads materials to assure accuracy and completeness.
Receives, processes and monitors purchase orders, fees, applications, invoices, parking permits, refunds
and other materials according to established procedures; communicates with accounting personnel as
needed; prepares receipts and deposits as appropriate.
In conjunction with the State Business License Service, supports the processesprocessing of business
license applications including new licenses, renewals, delinquencies, and follow up with applicants as
needed; works with all reviewing departments to obtain approvals and follows up with applicants when
required or delinquent; issues the license upon approval; supports maintainings the business license
database of the licenses and may provides reports as scheduled/requested.
Assists Fleet Division by processing vehicle titles for new purchases and surplused vehicles; submits
required paperwork to the City Clerk and maintains accurate records.
Maintains documents/records in accordance with the retention requirements published by the Washington
State Archives.
Provides information and services to other City departments and personnel, various outside agencies and
organizations and the general public.
Schedules appointments and meetings and notifies appropriate individuals of meeting times and
locations; arranges for meeting facilities as needed; prepares calendars as required.
Prepares and cCoordinates purchase of office supplies, equipment and other expenditures for the City
Clerk’s office; receives invoices and processes department’s accounts payable; maintains inventories and
assures proper stock level; prepares and processes requisitions.
Assists Administrative Assistant with business license payment data and input based on license batch
report, sending supplemental questionnaires, and making status corrections in accounting database to
reflect the appropriate business license.
Coordinates with police/animal control on the issuance of dangerous dog licenses.
Assists supervisor, department personnel and other clerical staff as required; participates in assignments
specific to the position. Serves as backup to Administrative Assistant as needed.
Performs other related duties as assigned that are within the scope of this position classification.
Required Knowledge of:
Operates office machines including: computers, copiers, calculators and other equipment as assigned.
General office operations, including City Hall reception procedures, records management, scheduling,
document preparation, office equipment and software use, and office support functions
U.S. Postal Service processes and procedures, including operation of postage machine and types of
postage.
Account payable practices and procedures.
Basic accounting practices, procedures and terminology and record-keeping techniques.
Administrative functions and operations of a City government.
Policies and objectives of assigned program and activities.
Washington State Archives’ Retention requirements Accurate, lawful and efficient record-keeping
techniques.
Interpersonal skills using tact, patience and courtesy.
Principles of customer service and public relations.
Proper telephone etiquette.
Effective oral and written communication principles and practices.
Item 2.1
Packet pg. 5/10
3 of 4
JOB DESCRIPTION Page 3 of 4
Senior Office Specialist (City Clerk)
Senior Office Specialist (City Clerk)Last Reviewed: 07/19/202103/12/2026
Last Revised: 03/17/20265/18/2021
Modern office procedures, methods, and equipment including computers and computer applications
sufficient to perform assigned work.
English usage, spelling, grammar and punctuation.
Principles of business letter writing.
Required Skill in:
Providing excellent customer service, managing interpersonal communications including conflict
resolution and deescalation; ability to handle interactions with diplomacy, patience, and courtesy.
Professional phone etiquette and ability to operate a multi-line Answering telephone system and greeting
the public courteously.
Operating office equipment such as multifunction devices (copiers, scanners, printers)
Utilizing personala variety of computer software programs and other relevant software affecting assigned
work.
Performing Bbasic accounting practices and procedures. s payable duties for assigned areas. Adding,
subtracting, multiplying and dividing quickly and accurately.
Monitoring funds in the postage machine and requesting same when needed.
Planning and performing technical administrative office coordination duties.
General office operations, including filing, mail handling, and document preparation
Maintaining records, files, and information accurately and in compliance with laws, policies, and
procedures.
Answering telephones and greeting the public courteously.
Preparing a variety of reports, logs, records and files related to assigned activities.
Determining appropriate action within clearly defined guidelines.
Being flexible and able to work with diverse personalities.
Researching a variety of subjects and presenting information in an efficient, accurate manner.
Utilizing personal computer software programs and other relevant software affecting assigned work.
Establishing and maintaining effective working relationships with staff, management, vendors, outside
agencies, community groups and the general public.
Time management, organization, and prioritization of assigned tasks Meeting schedules and time lines
and
ability to work independently.
Communicating effectively verbally and in writing, including public relations and customer service.
MINIMUM QUALIFICATIONS:
Education and Experience:
High School Diploma/GED Certificate supplemented by college level course work in office administration or related
field and two years of office or administrative support clerical experience that includes demonstrated experience
providing customer-focused service. including extensive public contact.
An equivalent combination of education, training and experience which allows the incumbent to successfully
perform the essential functions of the position may also be considered.
Required Licenses or Certifications:
A valid Driver’s License and a driving record that is acceptable to the City’s insurance requirements are required
for any position that will drive for City business. Driver’s License required if driving City owned vehicles.
Item 2.1
Packet pg. 6/10
4 of 4
JOB DESCRIPTION Page 4 of 4
Senior Office Specialist (City Clerk)
Senior Office Specialist (City Clerk)Last Reviewed: 07/19/202103/12/2026
Last Revised: 03/17/20265/18/2021
A criminal background check is required following a verbal offer of employment. Criminal history is not an
automatic employment disqualifier. Results are reviewed on a case-by-case basis. Must be able to successfully
complete and pass a background check.
Notary license preferred.
WORKING CONDITIONS:
Environment:
Office environment
FrequentConstant interruptions
Physical Abilities:
Hearing, speaking or otherwise communicating to exchange information in person or on the phone.
Reading and understanding a variety of materials
Operating a computer keyboard or other office equipment.
Sitting, standing or otherwise remaining in a stationary position for extended periods of time.
Bending at the waist, kneeling, crouching, reaching above shoulders and horizontally or otherwise
positioning oneself to accomplish tasks.
Lifting/carrying or otherwise moving or transporting up to 40 lbs.
Hazards:
Possible contentious public interactionsContact with angry or dissatisfied customers.
Incumbent Signature: ____________________________________ Date: ________________________
Department Head: _______________________________________ Date: ________________________
Item 2.1
Packet pg. 7/10
Senior Office Specialist (City Clerk)Last Reviewed: 03/12/2026
Last Revised: 03/17/2026
City of
EDMONDS
Washington
Senior Office Specialist
Department: City Clerk Pay Grade:NE-25
Bargaining Unit:AFSCME Council 2 FLSA Status:Non Exempt
Revised Date:March 17, 2026 Reports To:City Clerk
POSITION PURPOSE: Under general supervision, performs a variety of specialized clerical and technical duties
in an assigned area of office; provides information and assistance to others as required. Serves as the first point
of contact for citizens, visitors, and interested parties, representing the agency with professionalism, integrity, and
respect.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees
in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may
not be required to perform all duties listed and may be required to perform additional, position-specific duties.
Provides primary coverage of City Hall reception including:
o Opening and/or closing City Hall main entry doors according to business hours or as directed.
o Greeting visitors promptly and courteously, ensuring a welcoming and inclusive environment for
individuals of diverse backgrounds.
o Providing clear, accurate information regarding City services, programs, policies, and procedures
in person or on the telephone.
o Oversees visitor sign in, notifying staff of arrivals, and directing individuals to the appropriate office
or department, provides elevator access to appropriate floor.
o Receiving incoming deliveries, notifying staff of arrivals; coordinating outgoing shipments and
courier pickups.
Performs duties and manages tasks efficiently with minimal supervision. Demonstrates initiative in
handling responsibilities, prioritizing work, and resolving routine issues.
Develops, prepares and maintains records, inventories, lists, logs and files related to office activities,
customer service and other data specific to the assignment;
Processes and routes all incoming and outgoing city mail, interdepartmental mail, and packages; monitors
the postage machine funds
Composes, prepares and types a variety of correspondence, memos, reports and other materials and
proofreads materials to assure accuracy and completeness.
Item 2.1
Packet pg. 8/10
JOB DESCRIPTION Page 2 of 3
Senior Office Specialist (City Clerk)
Senior Office Specialist (City Clerk)Last Reviewed: 03/12/2026
Last Revised: 03/17/2026
Receives, processes and monitors orders, fees, invoices, parking permits, refunds and other materials
according to established procedures; communicates with accounting personnel as needed; prepares
receipts and deposits as appropriate.
In conjunction with the State Business License Service, supports the processing of business license
applications including new licenses, renewals, delinquencies, and follow up with applicants as needed;
supports maintaining the business license database and may provide reports as scheduled/requested.
Assists Fleet Division by processing vehicle titles for new purchases and surplused vehicles; submits
required paperwork to the City Clerk and maintains accurate records.
Maintains documents/records in accordance with the retention requirements published by the Washington
State Archives.
Coordinates purchase of office supplies, equipment and other expenditures for the City Clerk’s office;
receives invoices and processes department’s accounts payable.
Performs other related duties as assigned that are within the scope of this position classification.
Required Knowledge of:
General office operations, including City Hall reception procedures, records management, scheduling,
document preparation, office equipment and software use, and office support functions
U.S. Postal Service processes and procedures, including operation of postage machine and types of
postage.
Basic accounting practices, procedures and terminology and record-keeping techniques.
Washington State Archives’ Retention requirements
Effective oral and written communication principles and practices.
Required Skill in:
Providing excellent customer service, managing interpersonal communications including conflict
resolution and deescalation; ability to handle interactions with diplomacy, patience, and courtesy.
Professional phone etiquette and ability to operate a multi-line telephone system
Operating office equipment such as multifunction devices (copiers, scanners, printers)
Utilizing a variety of computer software programs
Basic accounting practices and procedures.
General office operations, including filing, mail handling, and document preparation
Maintaining records, files, and information accurately and in compliance with laws, policies, and
procedures.
Establishing and maintaining effective working relationships with staff, management, vendors, outside
agencies, community groups and the general public.
Time management, organization, and prioritization of assigned tasks
Item 2.1
Packet pg. 9/10
JOB DESCRIPTION Page 3 of 3
Senior Office Specialist (City Clerk)
Senior Office Specialist (City Clerk)Last Reviewed: 03/12/2026
Last Revised: 03/17/2026
MINIMUM QUALIFICATIONS:
Education and Experience:
High School Diploma/GED Certificate and two years of office or administrative support that includes demonstrated
experience providing customer-focused service.
An equivalent combination of education, training and experience which allows the incumbent to successfully
perform the essential functions of the position may also be considered.
Required Licenses or Certifications:
A valid Driver’s License and a driving record that is acceptable to the City’s insurance requirements are
required for any position that will drive for City business.
A criminal background check is required following a verbal offer of employment. Criminal history is not an
automatic employment disqualifier. Results are reviewed on a case-by-case basis.
WORKING CONDITIONS:
Environment:
Office environment
Frequent interruptions
Physical Abilities:
Hearing, speaking or otherwise communicating to exchange information in person or on the phone.
Reading and understanding a variety of materials
Operating a computer keyboard or other office equipment.
Sitting, standing or otherwise remaining in a stationary position for extended periods of time.
Bending at the waist, kneeling, crouching, reaching above shoulders and horizontally or otherwise
positioning oneself to accomplish tasks.
Lifting/carrying or otherwise moving or transporting up to 40 lbs.
Hazards:
Possible contentious public interactions.
Incumbent Signature: ____________________________________ Date: ________________________
Department Head: _______________________________________ Date: ________________________
Item 2.1
Packet pg. 10/10