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Governance Support Specialist

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Governance Support Specialist

Salary

$59,155.20 - $65,000.00 Annually

Location

Missoula, Montana

Job Type

Regular, Full-Time

Job Number

00525

Department

Central Services

Division

Legislative Services & City Clerk

Opening Date

04/08/2025

+ Description

+ Benefits

+ Questions

Overview

Make Your Mark on Local Government—Join Us as a Governance Support Specialist

Are you passionate about improving how government works? Do you thrive at the intersection of technology, policy, and public service? The City of Missoula is seeking aGovernance Support Specialistto help shape and support our legislative processes, records systems, and information governance practices. This position offers a unique opportunity to contribute to open, transparent, and efficient local government—where your work directly supports City Council operations and public engagement.

As a key member of our team, you’ll do more than just manage records—you’ll drive innovation. From finalizing legislation and supporting hybrid public meetings, to evaluating AI-powered tools and training city staff on governance best practices, your contributions will help modernize our systems and elevate the standards of municipal service. If you're detail-oriented, tech-savvy, and excited about public policy, this role might be your perfect fit.

This position is part of a formal career ladder, providing growth opportunities tied to your responsibilities and professional development. Join a collaborative, forward-thinking team that values integrity, continuous improvement, and service to the community.

Priority Screening of applications will begin on Friday, May 2, 2025. Applicants applying on or after this date will only be considered if a competitive applicant pool is not received.

To Apply: All applicants must submit the City of Missoula application ANDCover Letter explaining your interest in this position and detailing how your experience and education meet the qualifications.

Resumes will not be reviewed. All details should be entered on the application.

** The full range for the position is $28.44 - 33.13/hour and will increase each year for longevity and cost of living adjustments.

Essential Functions

This position is part of a formal career ladder tying pay progression to the advancement and complexity of assigned duties and responsibilities.

+ Maintain and update the web based legislative management system for City Council and Boards, including meeting setup, user configurations, security/permissions, and troubleshooting.

+ Prepare City Council agendas, maintain committee schedule, and compile referrals for Council committees.

+ Provide administrative and technical support (including a public-facing speaking role, as needed) for City Council committees and hybrid public meetings to ensure compliance with open-meeting and procedural requirements.

+ Finalize legislation and official records for signatures, codify ordinances, and ensure timely publication of notices and legal ads.

+ Implement and maintain electronic records systems, collaborating with IT to ensure software capabilities meet organizational needs.

+ Encourage compliance with records retention schedules, digitization standards, and legislative requirements.

+ Conduct periodic reviews of legacy media and storage systems, recommend improvements, and document updates.

+ Maintain and improve record-keeping practices, including indexing, filing, dissemination and organizing both digital and physical records.

+ Utilize and help evaluate AI-powered solutions to improve document drafting, records indexing, workflow automation, and legislative processes; monitor outputs to ensure accuracy and compliance with city policies.

+ Draft and propose policies, standard operating procedures, and training materials related to record management, public records requests, and legislative processes.

+ Support citywide governance initiatives, partnering with relevant departments to ensure alignment with legal, ethical, and procedural guidelines.

+ Evaluate emerging best practices in information governance and incorporate into organizational policies and processes.

+ Coordinate with stakeholders to integrate new technologies in advancing information governance and support data-driven decision-making.

+ Develop and deliver training programs and awareness campaigns for staff on governance policies, records management, and legislative procedures.

+ Provide onboarding and ongoing support to end users of legislative, records, and meeting platforms (including basic troubleshooting, vendor coordination, and end-user documentation).

+ Lead small-scale projects involving process improvements in the Clerk’s Office or other departments to ensure timely completion and effective stakeholder engagement.

+ Collaborate with IT, department heads, and city leadership to address risks, optimize processes, and align systems with organizational goals.

+ Contribute to larger governance or strategic initiatives by providing research, recommendations, and policy drafts to city leadership.

+ Perform statutory functions of the City Clerk, including signing and certifying official records, administering oaths, and recording legislative actions, as needed.

+ Perform routine office administration support tasks, such as: timekeeping, conference scheduling, processing invoices, reimbursements, supply management and billing departments for services, as needed.

+ Respond to inquiries from citizens, staff, and elected officials, and manage or escalate complex issues accordingly.

+ Stay informed about legislative updates, ethics requirements, and best practices in municipal governance.

+ Perform other duties, as assigned.

Knowledge, Skills and Abilities

+ Knowledge of records management principles, retention schedules, and municipal legislative processes.

+ Knowledge of public administration principles and practices, including budget management, public relations, public meeting protocols, policy development, and the theory of effective governance.

+ Knowledge of business operations and project management principles and practices, including evaluating the effectiveness and efficiency of department operations and proposed programs, etc.

+ Skill in utilizing various computer software and databases, including Microsoft 365, enterprise content management systems, legislative management software, with the ability to learn job specific applications and equipment.

+ Skill in AI-powered tools for document management and workflow optimization.

+ Skill in managing multiple projects, from conception to completion, with shifting priorities and timeline demands.

+ Skill in organization, time management, and prioritizing with the proven ability to have keen attention to detail and accuracy in performing work with adherence to strict deadlines.

+ Skill in following detailed procedures, developing policies, managing projects, and delivering training programs.

+ Skill in identifying process gaps, analyzing data, and recommending improvements to strengthen information governance.

+ Skill in creating and delivering training materials, facilitating group discussions, and influencing policies while maintaining strong ethical and customer-service orientation.

+ Skill in public speaking, with the ability to train and present data, reports, and other findings to a variety of diverse groups and individuals.

+ Skill in communicating, in person and writing, with the proven ability to establish and maintain positive and effective working relationships with diverse individuals and groups.

+ Ability to research, draft, and implement policies; effectively communicate new procedures to a variety of stakeholders.

+ Ability to resolve conflicts with facilitating outcomes while maintaining a calm demeanor.

+ Ability to maintain current knowledge, developments, and trends related to specific areas of focus and/or assigned projects.

+ Ability to maintain and foster a culture of professionalism, adhere to departmental and City standards and specifications, and support a positive team environment.

+ Ability to maintain and exhibit integrity and discretion in handling confidential and sensitive information.

+ Ability to exhibit strong ethical principles and standards of excellence, including professional adherence to the official Code of Ethics for Municipal Clerks.

+ Ability to learn, interpret, and apply City and departmental policies, procedures including federal, state, and local laws and regulations affecting legislative processes and the operation of the City Clerk’s office.

Qualifications and Additional Application Materials

+ Any combination of education and experience equivalent to three (3) years of experience in information governance, records management, legislative administration, or another relevant field.

+ Must have or the ability to obtain Montana Notary certification within one (1) year of hire.

The City of Missoula does not sponsor employment visas (e.g., F-1, H-1B, TM). Applicants must be authorized to work in the United States on a full-time basis at the time of application.

This summary outlines the benefit programs; actual benefits may vary depending on bargaining unit and employment status.

The City of Missoula will reward your contributions to our community with competitive compensation and generous benefits, including but not limited to:

+ Market-Competitive Salary

+ Work/life balance, including the possibility of flexible schedules and remote work opportunities

+ $0 premium for health and dental coverage for employees and affordable premiums for family coverage

+ $10,000 Employer-sponsored Accidental Death and Dismemberment Life Insurance Policy

+ Options for supplemental life, disability, critical illness, and accident

+ Constitutionally guaranteed retirement plan (http://mpera.mt.gov/) with the City contributing 8.77% of salary on your behalf and the ability to contribute to a supplemental deferred compensation program

+ Generous paid vacation, sick leave, and holidays

+ Pre-tax flexible spending accounts

+ The City of Missoula may qualify you to receive student loan forgiveness under the Public Service Loan Forgiveness. Look here (https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service) to learn more and understand whether you may be eligible.

Additional benefits package information is available here (https://www.ci.missoula.mt.us/DocumentCenter/View/53956/Benefits-at-a-Glance?bidId=) .

01

List up to three examples of policies, SOPs or Guidelines you've written or helped revise. Include the topic, your role, and the outcome (e.g., adoption, feedback, compliance results).

02

Technology plays a key role in this job, especially when evaluating new tools or troubleshooting issues. Tell us about a time you had to quickly learn a new system or tool. What helped you succeed?

03

Have you attached your cover letter as part of your complete application?

+ Yes

+ No

Required Question

Employer

City of Missoula

Address

435 Ryman Street

Human Resources

Missoula, Montana, 59802

Phone

406-552-6130

Website

https://www.ci.missoula.mt.us/

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