Deputy Recorder II

General Purpose

Performs a variety of accounting and clerical duties in the Recorder's office; assists the City Recorder. Provides general administrative and technical support.

Reporting Relationships

Supervision Received: Deputy Recorder II works under the general guidance and direction of the City Recorder.

Supervision Exercised: N/A

Essential Functions

Serves as first point of contact for the Recorder’s Office, answering calls, questions and greeting and assisting the public and internal customers.

Procurement/Accounts Payable

• Assists with bid process, coordinating specification preparation with departments, scheduling of bid processes and processing of all bid documents (contracts, notice of awards, notice to proceed).
• Maintains accounts payable records.
• Receives invoices and correlates with requisitions.
• Assigns purchase order numbers and verifies general ledger accounts.
• Data entry of all invoices, requisitions, and checks.
• Reconciles general ledger accounts.
• Establishes and maintains all 1099 records and reports.
• Reconciles vendors monthly account statements.
• Schedules payments to maximize discounts.
• Obtains quotes from vendors upon departmental request.
• Assists with bid process including specifications and contract preparation, bid postings, openings, and vendor notifications.
• Assists in purchasing materials, supplies and services as needed.
• Establishes vendor accounts on agreeable terms to the City.

Record Keeping

• Converts agendas and minutes to the City’s computerized formats for distribution and access on City intra and internet sites.
• Provide backup staff support with agenda management and general administration for all City Boards as needed.
• Attend meetings as needed including evening meetings.

Records Access/Management

Serves as a secondary Certified Records Officer for the Recorder’s department. Under the direction and guidance of the City Recorder, assists with responses to basic GRAMA requests within allowed time frames. Maintains file records of all GRAMA requests. Assists as needed with record classification, retention and destruction as prescribed by the City’s records schedule. Assists with scheduling new record series. Attends twice annual records trainings provided by Utah State Archives. Records pertinent land documents with County Recorder as directed.

Administrative Assistance

• Assists the City Recorder in a variety of functions such as preparing the annual budget, elections, coordinating codification, record access requests, maintaining fixed assets records and completing surveys.
• Assists with records management projects including inventory and classification of city records.
• May provide occasional administrative support for other City departments at the direction of the City Recorder.
• Acts as a Notary Public.
• Performs special projects and related duties as required.
• Performs a variety of clerical duties such as typing, filing, scheduling meetings and appointments, and data entry.

Information Technology Assistance

Under the direction of the City Recorder, assists with City Information Technology Management, including assisting users with help desk tickets, application training and other tasks as assigned.

Elections

Assists City Recorder with Biennial Municipal Elections including candidate sign-ups, public noticing, candidate orientation, voter assistance, trains in election procedures, familiar with City campaign finance regulations, assists with processing of election night returns and posting of official returns.

City Council Meetings

Cross-trains on and provides backup of City Council administrative functions when needed.

Minimum Qualifications

Education and Experience

• Associate degree, and
• Three (3) years of experience performing a variety of office management, accounting, and records management, or
• An equivalent combination of education and experience.

Required Knowledge, Skills and Abilities

• Working knowledge of office and accounting procedures.
• Ability to establish and maintain a variety of accounting records and ledgers.
• Ability to operate a variety of office machines including computers; Windows Operating System, Google Applications, Adobe software and Microsoft Office experience.
• Ability to communicate effectively both verbally and in writing.
• Ability to recognize and provide excellent customer service.
• Ability to exercise judgment and make independent decisions.
• Ability to establish and maintain good working relationships with other City employees and the public.
• Ability to transcribe minutes.

Special Qualifications (Licenses, Certifications, etc.)

• Within 90 days and annually, must certify as a Records Officer through Utah State Archives
• Possession or ability to become a Utah State Notary Public within three months of hire
• Must be bondable. Upon employment, must possess a valid Utah driver's license.

Work Environment and Physical Demands

The Deputy Recorder II normally works in a safe, climate-controlled environment. Tasks may occasionally entail muscular strain, including walking, standing, stooping, sitting, reaching and lifting. Talking, hearing and seeing are essential to performing job requirements. Common eye, hand and finger dexterity is required for most essential functions.

Selection Guidelines

Formal application; interview with hiring authority. Successful completion of a pre-employment drug test and background check. Upon hire, must possess a valid Utah Driver’s License.