Administrative Services Manager / City Clerk

JOB DESCRIPTION: ADMINISTRATIVE SERVICES MANAGER/CITY CLERK
FLSA OVERTIME ELIGIBLE
NON-REPRESENTED
REPORTS TO: CITY ADMINISTRATOR
EFFECTIVE: February 27, 2026
SALARY: $80,168.40 - $88,000.00 annually DOQ/DOE
BENEFITS: currently, 100% of Vision, Medical, and Dental are paid by the City

The City of Ephrata values trustworthy employees with a positive attitude who are willing to offer great service, are committed to customer satisfaction, and actively support and uphold the City's mission and values. Professionalism, tact, and strong interpersonal skills are important for effective and efficient team members. Day-to-day responsibilities are unique to each role but· contribute to a common direction and a collaborative work environment. Regular attendance is essential for continuity, productivity, and success. Practicing good judgment which demonstrates integrity is essential. Employees are to be responsible and accountable for their work and treat others in a respective and supportive manner. The City of Ephrata encourages employees to develop themselves professionally and personally.

A. SUMMARY:

The Administrative Services Manager/City Clerk performs a wide variety of routine and complex administrative functions for the City Administrator, Mayor, and City Council. This position serves as the City Clerk as appointed by the City Council and codified by ordinance in accordance with Washington State law, is the City’s designated Public Records Officer, administers key Human Resource functions, serves as the Communications Manager and Public Information Officer (PIO), and other duties that involve confidential and sensitive information. This position also acts as a confidential Administrative Assistant to the City Administrator and will serve as a member of the City’s Executive Team participating in strategic planning, budget development, policy development, and emergency management coordination.

B. SUPERVISION RECEIVED AND EXERCISED:

Work is performed under the general guidance of the City Administrator. The employee works independently in administering a complex area of responsibility and confers with their supervisor for professional advice. Professional discretion is required in applying general goal and policy statements, in the development of recommendations, policies, and procedures, and in resolving program problems. Work is accomplished within a broad framework, with authority and responsibility in the area of service. Periodic reviews of work performance are conducted in terms of expected results.

C. EXAMPLES OF DUTIES:

The duties listed here are intended for illustration. The omission of any assignment does not exclude it from the position.

• RECRUITMENT AND SELECTION: Coordinates activities relating to hiring or promotion to fill position vacancies; prepares recruitment announcements and job postings; coordinates interview schedule with panelists and candidates.
• EMPLOYEE ONBOARDING: Develops and updates information for employees’ onboarding, as necessary; conducts orientations with new employees; prepares employment-related paperwork.
• EMPLOYEE DOCUMENTATION: Maintains confidential employee records; administers or coordinates leave programs, benefits documentation, regulatory compliance requirements, and employment-related processes in collaboration with administration and other departments.
• BENEFITS: Works with the Finance Director to administer the City’s benefits program, researching health insurance, retirement, and other benefit questions; interprets and communicates benefit eligibility and leave requirements to employees in accordance with state and federal regulations.
• RECORDS: Assigned by the City Manager as the confidential employee responsible for the integrity of City Records. Maintains City Records and official documents of the City such as ordinances, resolutions, leases, and contracts.
• Oversees records retention and destruction for the City.
• Responsible for receiving, processing, and fulfilling public records requests.
• CITY COUNCIL, BOARDS, COMMITTEES, AND COMMISSIONS: Attends City Council meetings, Council Committee meetings, and other official city meetings as needed to ensure proper recording of minutes and proceedings
• Schedules all City Council meetings, any special meetings, workshops, or retreats, and assures public notice is made for all such meetings.
• Maintains the Ephrata Municipal Code and codifies legislation passed by the City Council, updates city website with revisions.
• Attests the City Administrator’s or Mayor’s original signatures on official documents and applies the City Seal as appropriate.
• Responsible for the organization and distribution of the City Council.
• COMMUNICATIONS: Responsible for general communication for the City; develops and implements citywide communication strategies and public information materials. Updates Social Media accounts(s) with content provided by departmental staff and administration and drafts original content; updates, maintains, and oversees the city’s website with digital communication to ensure accuracy, transparency, and brand consistency.
• EMPLOYEE WELLNESS COORDINATOR: Prepares agendas, minutes, and budget for Wellness Team; leads the Wellness Team in planning and executing employee wellness events, challenges, and initiatives throughout the year.
• CIVIL SERVICE: Acts as the Chief Examiner and secretary for the Civil Service Commission.
• EMERGENCY MANAGEMENT AND PREPAREDNESS: Participates in emergency planning and preparedness efforts; supports City-level communications and coordination during emergency events.
• OTHER DUTIES AS ASSIGNED.

QUALIFICATIONS

Knowledge of:

• Principles and practices of office administration, records management, and general municipal operations.
• Applicable federal, state, and local laws and regulations affecting municipal government operations, including open meetings, public records, and employment-related requirements.
• Human Resources administration, including familiarity with Washington State leave laws and employment programs (such as FMLA, PFML, L&I, and unemployment), recruitment and hiring processes, and the handling of confidential and sensitive employee records.
• Digital communication tools, office software systems, and technology platforms used in municipal operations, including website content management, social media administration, virtual meeting platforms, and emerging communication technologies.
• Emergency management principles and public information protocols during crisis response.

Ability to:

• Exercise independent judgment within established procedures.
• Apply and update policies and procedures as needed, with all staff.
• Effectively communicate clearly, tactfully, and courteously.
• Demonstrate strong organizational skills and strict attention to detail and process.
• Use database, calendar, word processing, and other organizational office computer software effectively.
• Rapidly gather diverse information, formulate conclusions, and clearly communicate them.
• Write speeches and articles for publication that conform to the prescribed style and format.
• Effectively present information to management, public groups, and/or board of directors.
• Define problems, collect data, establish facts, and draw valid conclusions.
• Communicate effectively and professionally with diverse audiences, including the public, the Council, and City personnel at all levels.
• Resolve conflicts and maintain harmonious working relationships throughout the organization and with other agencies and departments.
• Read and write a variety of documents, including correspondence, proposals, and other persuasive and informative materials.
• Gather and sort relevant information from various sources and records successfully.
• Attend meetings, public events, and City functions outside of regular business hours, including evenings and weekends, as required.

WORK ENVIRONMENT/PHYSICAL DEMANDS:

Essential duties require the following physical abilities and work environment.

• Ability to sit at a workstation for extended periods.
• Ability to stand, walk, and drive as needed throughout day.
• Ability to maintain concentration and focus for extended periods.
• Occasional ability to lift, carry, and put away parcels weighing up to 30 pounds each.
• Ability to monitor several audible communications devices, such as telephone, fax, and radio, etc. throughout day.
• Physical stamina to sustain long workdays, including early morning and evening meetings, as necessary.

EXPERIENCE AND EDUCATION:

Experience:

Five years of progressively responsible experience in administration; or any satisfactory equivalent combination of education and experience which demonstrates the ability to perform the above-described duties.

Previous experience in local government is preferred.

Education:

High School diploma, GED or equivalent required. Secondary education preferred.

LICENSE AND CERTIFICATE

Required:

Washington State Driver's License or ability to obtain within 6 months.

Desirable Qualifications:

Certified Municipal Clerk (CMC) or ability to obtain within a reasonable time frame.
Certified Public Records Officer (CPRO) or ability to obtain within a reasonable time frame.

To be considered, send your application, resume, AND cover letter to kkapalo@ephrata.org, no later than 8:00AM on Monday, March 9, 2026.

Interviews are scheduled for March 16, 2026.

Job Type: Full-time

Pay: $80,168.40 - $88,000.00 per year

Benefits:

• 401(k)
• Bereavement leave
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance
• Wellness program

Work Location: Hybrid remote in Ephrata, WA 98823