Deputy City Recorder

DEPUTY CITY RECORDER

CLOSING DATE: June 30, 2024

PAY RATE: $18.37 - $25.72 Depending on experience, with starting pay typically not above the mid-point of the range ($22.05).

SCHEDULE: Part-time schedule up to 20 hours per week.

Hours typically worked during normal business hours Mon-Fri 8:00-5:00 and during public meetings in the evenings as assigned. Public meetings are typically held Tuesday and Thursday evenings.

DEPARTMENT: Administration, City Recorder's Office

JOB SUMMARY

Assists the City Recorder in performing a variety of administrative, technical and complex clerical duties to expedite the fulfillment of the statutory responsibilities of the office of City Recorder. Performs official duties in the absence of the City Recorder.

Works under the general supervision of the City Recorder.

RESPONSIBLITIES AND QUALIFICATIONS

ESSENTIAL FUNCTIONS

Assists City Recorder in preparing agenda(s) and packets for official legislative or executive meetings of the city; attends public meetings as assigned, takes and transcribes minutes; records, publishes and files new ordinances and resolutions; serves as custodian of city seal; acts as notary public, attests to signatures on official documents agreements and contracts; assures compliance with laws and guidelines regarding public access to city records.

Certifies annexation petitions; issues proper notice and accepts written protests as prescribed by state statute.

Attends Planning Commission Meetings and other public meetings as assigned, takes minutes, computer imports minutes into permanent records, files and cross-references; maintains permanent hard copy records in minute books; maintains permanent record of all original documents, copies and reference book for resolutions and ordinances; maintains bonds and bonding records; performs meeting follow up, ensures proper processing of agreements, ordinances, resolutions, appointments, proclamations and subdivision actions including securing signatures, distributing copies, posting online, scanning, filing and indexing; .

Prepares postings and public hearing notices; and the posting or publishing of all ordinances.

Ensures compliance with laws and guidelines regarding public access to city records; maintains city records management system; records documents and maps, catalogs and references documents and information for easy identification, location and duplication; assures compliance with state laws related to public access (GRAMMA II, UCA 63, 6-2); assures proper classifications are applied to city documents and records; assists public by filling or coordinating records requests; establishes and monitors retention schedules on documents and assures timely archiving or purging of record according to law, ordinance or practice.

In the absence of the City Recorder, accepts and certifies in behalf of the city all summons, lawsuits, and served notices; issues orders, answers, responses, etc., which are deemed final and conclusive according to state regulations; receives and processes claims of injury, personnel action appeals, etc. and certifies decisions of appeal board(s).

Assists city Elections Official; coordinates and manages city elections by ordering supplies, selecting judges and polling places, tabulating election results and auditing returns; adjudicates election complaints and disputes and maintains security of election proceedings; publishes legal notices and online postings, accepts declarations and filings, monitors compliance with campaign regulations; conducts special elections by referendum or initiative petition.

Provides administrative support to City employees for the Granicus agenda management software, Office 365, video meeting software and hardware, phone software, the City website, and the City Hall audio-video system.

Performs other related duties as required.

MINIMUM QUALIFICATIONS

1.Education and Experience:

A. Graduation from college with an associate degree in business, public administration, or similar field.

AND

B. Two (2) years of progressively responsible experience directly related to above duties.

OR

C. An equivalent combination of education or experience.

2.Required Knowledge, Skills, and Abilities:

Considerable knowledge of Microsoft Office Suite; laws governing records retention, archiving, management and access (GRAMMA II); modern office practices and procedures; principles of supervision; coding, classifying, and indexing methodology related to recording city ordinances, laws, contracts, documents. Working knowledge of administrative procedures; city government and inter-relationship of various city functions; technical writing Some knowledge of general research methods, sources, and procedures.

Considerable skill in performing various keyboard operations utilizing standard and customized software applications.

Ability to understand and interpret laws and ordinances governing the operation of the office of city recorder; perform detailed records research; produce clear and accurate reports on a variety of subjects; acquire considerable knowledge of state and local statutes pertaining to city council meetings; exercise initiative, independent judgment and to act resourcefully under varying conditions; plan, organize, and coordinate the work of other personnel; maintain strict confidentiality related to sensitive administrative information; operate personal computer (Windows) and city database system in utilizing various programs to produce or compose formal documents, reports and records; establish and maintain comprehensive records and files; work with the public and develop effective working relationships; communicate effectively, verbally and in writing; operate standard office equipment.

3.Special Qualifications:

Must be bondable; May be required to be or become a Certified Municipal Clerk and Notary Public.

4.Work Environment:

Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require variety of physical activities, not generally involving muscular strain, such as walking, standing, stooping, sitting, reaching, talking, hearing and seeing.

Common eye, hand, finger dexterity exist. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and creative problem solving. Periodic travel required in normal course of job performance.

Employment in this position is conditional upon passing a pre-employment background and drug test.