Maureen Judge Employment Agrmt.EMPLOYMENT AGREEMENT
LEGISLATIVE/EXECUTIVE ASSISTANT TO CITY COUNCIL
WHEREAS, the City Council of the City of Edmonds, Washington (hereinafter "City
Council") utilizes the services of a Legislative/Executive Assistant to perform a variety of
confidential tasks related to its legislative and research functions; and
WHEREAS, the Mayor of the City of Edmonds is by state statute the chief
administrative officer of the City, invested with the power to hire and fire employees and
to direct their day-to-day activities; and
WHEREAS, in the interest of fostering an appropriate working relationship between the
Executive Assistant and the City Council, the Mayor has evidenced his wish to delegate
the day-to-day responsibility for the direction of said person to the City Council's
President; and
WHEREAS, with the Mayor's consent, the City Council wishes to fill the position of
Legislative/Executive Assistant with an employee, specifically answerable to the
Council, under specific, limited terms and conditions governed by the provisions of this
employment agreement and not subject to the general personnel policies of this City;
NOW, THEREFORE, the City of Edmonds, Washington and Maureen .fudge
(hereinafter "Employee") do hereby enter into this agreement for employment services
("Agreement"). The Employee's employment shall be governed exclusively by the
provisions of this Agreement unless otherwise provided herein.
1. Term of Employment: This Agreement will take effect January 23 20 t8 and will
expire on January 22, 21119 unless extended pursuant to its terms. Thereafter, this
Agreement may be extended for an unlimited number of terms of one (1) calendar year
duration at the sole discretion of the City Council. The purpose of this term is to permit
an annual review of the performance of the Employee by the outgoing City Council
President in order that the City Council President may determine whether or not it is
appropriate to renew this Agreement for an additional term.
It is one of the basic understandings of this Agreement that the Employee will work
closely with the City Council President and the City Council. As such, this position shall
be one in which the confidence of the City Council President and City Council shall be
essential to the proper performance of the Employee's duties. Therefore, the City Council
reserves the right not to renew this Agreement, or to terminate this Agreement as herein
provided in order to preserve that confidence and a feeling of confidentiality between the
City Council President, the City Council and the Employee as Legislative/Executive
Assistant.
2. Duties: The Employee shall serve as the Legislative/Executive Assistant for the
City Council, complete legislative research when requested by Council, and serve as
backup videographer as necessary. The Employee shall be under the general day-to-day
20] 8 Employment Agreement z
Legislative/Executive Assistant to City Council
direction of the City Council President and shall provide such assistance as may be
necessary to individual members of the City Council. For project work (requested by
individual members of the City Council), authorization from the City Council President is
required. In the event of a conflict in such directions, the Employee shall rely upon the
direction of the City Council President. A generalized description of the duties of this
position is attached hereto as Exhibit A and incorporated herein by this reference. The
listing of duties in Exhibit A is intended as a descriptive tool only, and shall not limit the
City Council President or City Council to make task assignments; provided, however,
that such duties be linked to the City Council President's Office and the legislative
function of the City Council and shall, in all respects, be governed by statutory,
constitutional and ordinance limitations on the duties of public employees. The City
Council President, by his signature below, specifically represents that the Mayor has
delegated his statutory authority to direct the day-to-day duties of this Employee, and this
Employee alone, to the City Council to be exercised by and through the City Council
President. This delegation is revocable by the Mayor and shall not be binding on the
subsequent elected or appointed mayors unless ratified by them.
3. Hours of Work: The Employee shall work office hours as assigned and directed by
the City Council through the City Council President. Such hours may normally be
worked between 8:00 a.m. and 5:00 p.m., with one (1) hour off of work (unpaid) for a
meal (rest) period no later than five hours after the start of the work shift, Monday
through Friday. The hours of work on Tuesdays may be adjusted to 1 pm — 10 pm with
one (1) hour off of work (unpaid) for a meal (rest) period no later than five hours after the
start of the work shift. In addition, the Employee may perform assigned work off site.
Such hours shall be within prescribed limits and approved by the City Council President.
It is anticipated that the Employee shall work up to 40 hours per week. NOTE: The level
of the Employee's benefits is based upon a proration of hours worked. This general
description of working hours shall not limit the ability of the City Council President to
change the working schedule or adjust it from time to time.
4. Wages and Benefits: The wages set forth in this Section 4 hereby provide for a
base rate of $31.00 per hour. Effective six (6) months after January 23, 2018 (on the first
pay period following 6 months from this date), the base wage will be $32.00 per hour.
The City will pay the applicable employer's portion of Medicare, PERS retirement,
Municipal Employee Benefit Trust (MEBT), Washington State Industrial Taxes, and such
other payments or benefits as may be required under the provisions of state and federal
law based upon the number of hours worked. MEBT benefits shall be provided as
required by law or by the provisions of a plan document. "Plan Document" shall ),Wean for
the purposes of this Agreement the MEBT or other contract, or policy documents, which
require, by their terms, the participation of all qualified employees.
The benefits to be paid to the Employee shall be governed solely by this Agreement. No
benefit not specifically addressed or listed herein shall be granted to the Employee. The
provisions of this Agreement shall control over any conflicting provision of the City
ordinances, City Personnel Policy Manual, any collective bargaining agreement or any
other general grant of benefits to City employees. The benefits which the Employee shall
2018 Employment Agreement
Legislative/Executive Assistant to City Council
receive are limited to the following:
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4.1 Insurance Benefits: The City will allow the Employee to participate in the City's
group employee insurance programs listed below. The City will pay the insurance
premiums in accordance with the following schedule:
INSURANCE BENEFIT/PREMIUM PAID
*Dental (WDS) family coverage / 90%
*Vision / 90%
*Medical / 90%
Medicare /As per Federal law
Industrial Accident /As per State law
Public Employees Retirement /As per State law
Unemployment Insurance /As per State law
MEBT /As per City ordinance
*NOTE: The City pays 90% of the health insurance premium costs for a 100% full-time employee
(working 40 hours per week). This percentage would be adjusted, for example, if the hours of this
position consistently remained at 36 hours a week (90% of an FTE).
The City will allow the Employee to use payroll deduction (Premium Only Plan) to pay
for the Employee's cost of the above -listed insurance benefits. The City's payment is
contingent on the Employee's qualification for such insurance program in accordance
with Plan Documents and does not constitute an obligation to pay a sum in lieu of
insurance or premium.
4.2 Vacation: Annual vacation is earned at the rate of 7.33 hours per month (to be
otherwise pro -rated if the employee works under 40 hours per week). Earned vacation
can be carried over into the next calendar year, provided the amount carried over does not
exceed 176 hours total at the end of the duration of the one year contract. Unused,
accrued vacation shall be paid upon termination of employment.
4.3 Sick Leave: Sick leave is earned at the rate of 96 hours per year (to be otherwise pro-
rated if the employee works under 40 hours per week). Earned sick leave can be
accumulated up to a maximum of 500 hours. Unused, accrued sick leave shall be
forfeited upon termination of employment.
4.4 Holiday Pay: The employee shall receive pay for all holidays during which City
offices are closed (to be otherwise pro -rated if the employee works under 40 hours per
week).
5. Confidentiality: One of the basic purposes of this Agreement is to provide an
employee who serves in a confidential capacity to the City Council and its City Council
President. The Employee acknowledges that she has been informed of the necessity for
confidentiality and understands that she shall report directly to the City Council President
any matter which she feels would breach such confidence or confidentiality. In the event
of any apparent conflict between the needs of the City Council and that of the City in
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2018 Employment Agreement
Legislative/Executive Assistant to City Council
general, the Employee shall report such matter to the City Council President and rely on
his/her direction. In keeping with this confidential relationship, the Legislative/Executive
Assistant position shall not be a part of a collective bargaining unit or subject to any
collective bargaining agreement.
6. Termination of Agreement: The parties acknowledge that this employment
agreement creates an at -will employment relationship that may be terminated at any time,
with or without cause, by either party. This paragraph shall control and supersede any
portion of this Agreement that might otherwise be construed as in any way altering the
Employee's at -will status.
7. Indemnification: As an employee of the City, the Employee shall have the right to
indemnification by and on behalf of the City for actions taken in the scope of her
employment in accordance with the provisions of Chapter 2.06 of the Edmonds City
Code as same exists or is hereafter amended.
8. Entire Written Agreement: This document represents the entire agreement,
written or oral, between the parties. No representation or other oral agreement by either
party shall survive the execution of this document. This document shall be amended only
upon the express written agreement of both parties. The City Council President shall
confer with the Mayor regarding any change.
9. Severability: The provisions of this Agreement shall be severable. In the event that
any provision hereof is held to be void, illegal, or unenforceable, the remaining
provisions shall survive; PROVIDED, however, that in the event the provisions of
paragraph 5, relating to the exclusion of this position from any collective bargaining unit,
or of paragraph 6, relating to this Agreement as one of at -will employment, are/is held to
be unenforceable, invalid, or void, this Agreement shall immediately be at an end.
DONE THIS � day of January 2018.
CITY OF ED ON DS:
Mike,Xellson. Council President
AP V D AS TO FO
ffice of the City Attorney
EMPLOYEE:
V%W'n /J,).
Maureen Judge.
City of
EDMONDS
Washington
EXHIBIT A
LEGISLATIVE /EXECUTIVE ASSISTANT
Scope of Work/Position Duties
Department:
Council
Pay Grade:
$30.00 - $33.00 per hour
Bargaining Unit:
None
Status:
Contract position
Revised Date:
October 2017
Reports To:
Council President
POSITION PURPOSE: Provides public contact and complex clerical/administrative and research support to the
Council. Plans and performs complex administrative office coordination to assure smooth, timely and efficient
office operations for the department or assigned office; researches, collects, analyzes and compiles data and
information for inclusion in reports; maintains records, files and budgets related to departmental operations,
programs and expenditures.
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.
• Researches, collects and analyzes background data on pending legislative matters as requested.
• Schedules meetings for Council and individual Council members; prepares agenda memos for Council.
• Attends Council meetings, prepares requested reports, minutes, agendas, correspondence and other
materials as appropriate and according to decisions and approved actions.
• Assists Council President in drafting budget and planning of various Council events and functions
including coordinating arrangements for meeting facilities, equipment and refreshments as appropriate;
coordinates management of legislative priorities with Council President.
• Coordinates and prepares press releases for Council as requested and/or various community relations.
• Plans and performs complex administrative office coordination; relieves the Council President of
technical clerical and administrative duties having Council -wide impact.
• Completes PSR's for the department, enters payroll into Eden software for the department and
processes Council accounts payables.
• Performs various administrative duties including answering telephones and greeting visitors; provides
information in person or on the telephone or refers to appropriate department personnel; opens, screens
and routes mail.
• Maintains calendars relating to Council events as requested; schedules appointments and conferences;
assists with travel reservations and vehicle check-in and checkout for Council as requested.
• Composes, prepares and types a variety of correspondence, memos, reports and other materials and
proofreads materials to assure accuracy and completeness.
Legislative/Executive Assistant Revised October 2017
SCOPE OF WORK/POSITION DUTIES
Legislative/Executive Assistant
• Organizes and coordinates office functions, activities and communications; assures efficient workflow
and office operations.
• Must be able to work independently under direction of Council President to complete assignments.
• Maintains accurate financial records and files pertaining to departmental expenditures, budget balances
and operations; prepares status reports, charts and other documents as requested; prepares and
coordinates purchase of office supplies, equipment and other expenditures.
• Manages and maintains all records as required by State and Federal law; including, but not limited to,
records related to City elections, and records pertaining to State audit requirements.
• Provides staff support and administrative assistance to various boards and committees; prepares
reports, agendas, correspondence and other materials as appropriate and according to decisions and
approved actions.
• Manages and maintains website for Council and provide website support/administration for Council and
any Council -related assigned boards, committees, groups and/or events.
• Manages and programs content as directed for the City's cable channels (21/39).
• Maintains files and records related to Council activities/business and retains and purges records as
needed under the Washington State records retention and archiving rules.
• Operates office machines including: computers, copiers, calculators, fax machines, use of recording
equipment for Tuesday night Council meetings and other equipment as assigned.
• Performs a variety of special duties, projects or activities of the Council Office
Required Knowledge of:
• City organization, procedures, federal and state laws.
• Administrative functions and operations of a City government.
• Legislative processes, research methods, data collection and statistical analysis.
• Accurate, lawful, and efficient record-keeping techniques.
■ Budget monitoring and control including proficient skills in mathematics.
• 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.
• Modern office procedures, methods, and equipment including computers and computer applications and
software programs sufficient to perform assigned work.
• English usage, spelling, grammar and punctuation.
• Principles of business letter writing.
Required Skill in:
• Computer applications to include Microsoft Office Suite (such as Word, Excel, Outlook, PowerPoint,
etc.).
• Tracking and researching legislative bills.
• Assisting in the management of workload items for 7 Council members who may have, at times,
competing interests
• Performing technical clerical and administrative duties having department -wide impact.
• Planning and performing technical administrative office coordination duties.
• Maintaining records, files, and information in compliance with laws, policies and procedures.
• Interpreting, applying and explaining rules, regulations, policies, procedures and laws.
• Must be able to meet required deadlines for legislative/administrative duties/assignments.
• Successfully meeting schedules and time lines.
Legislative/Executive Assistant Revised October 2017
SCOPE OF WORK/POSITION DUTIES
Legislative/Executive Assistant
• Preparing a variety of reports, logs, records and files related to assigned activities.
• Maintaining confidentiality of sensitive information, including confidentiality between staff and Council
members; working confidentially with discretion.
• 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.
• Working with diverse interest groups with potentially competing priorities.
• Establishing and maintaining effective working relationships with elected officials, staff (other
departments), management, vendors, outside agencies, community groups and the general public.
• 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:
Any combination equivalent to: graduation from high school including or supplemented by course work in
political science, business administration, office management, office administration or related field and three
years of increasingly responsible administrative office support experience including research work. Previous
work experience in a legislative environment and/or role preferred.
Required Licenses or Certifications:
Valid State of Washington Driver's License.
Must be able to successfully complete and pass a background check.
WORKING CONDITIONS:
Environment:
• Office environment.
• Constant interruptions.
• The employee may be required to work some evenings (Tuesday night Council meetings) and
occasional weekends for Council events as necessary
• Must be able to work in a solitary environment.
Physical Abilities:
• Hearing, speaking or otherwise communicating to exchange information in person or on the phone.
• Reading and understanding a variety of materials.
• Operating/using a computer keyboard and other office equipment.
• Sitting, standing or otherwise remaining in a stationary position for extended periods of time.
■ Bending at the waist, kneeling or crouching, reaching above shoulders and horizontally or otherwise
positioning oneself to accomplish tasks.
• Lifting/carrying or otherwise moving or transporting up to 20 lbs.
Hazards:
• Contact with angry or potentially upset individuals.
Incumbent Signature: 0 0 ti Jildle! _ Date:
Department Head: Date:'3
Legislative/Executive Assistant Revised October 2017