City Recorder

POSITION SUMMARY

The City Recorder is a professional stand-alone class. As a non-bargaining unit employee, the position provides support for the activities of the City Manager and City Council and develops and implements public information and community outreach programs to support the vision and goals of city government. Incumbents are responsible for serving as clerk of the council, managing city elections, ensuring compliance with city policies and state retention laws, and managing the flow of information in and out of City Hall. Candidates who thrive in a dynamic environment with a commitment to public service are encouraged to apply.

SUPERVISION RECEIVED AND EXERCISED

Works under the direct supervision of the City Manager. There are no direct supervisory duties associated with this position.

EXAMPLES OF ESSENTIAL POSITION DUTIES

1) Maintain records of all ordinances and resolutions. Researches possible new ordinances and resolutions, suggests amendments to existing ordinances and resolutions, and drafts new ordinances and resolutions.

2) Serves as the city custodian of records. In charge of retention of public records and maintenance of central files of all City documents.

3) Responsible for processing and scheduling Civic Center rental. Coordination and promotion of all city events, utilizing TLT funds, ensures proper collection of such funds.

4) Monitors city-wide records requests to ensure compliance with state laws and annual reporting requirements.

5) Attend all Council, PHURA, and Budget Committee meetings and provide written minutes and ensures public access to recorded minutes.

6) Is responsible for the creation of the agenda packet. Ensures appropriate presentation and completeness, tracks future agenda items, and is responsible for proper announcements and publishing of packets.

7) Maintain Council history and Council appointee database; prepares and publishes notices of all City volunteer vacancies.

8) Coordinate and participate in orientation of new City Council members.

9) Serves as the City’s election official by preparing candidate packets, keeping records regarding all election issues, provides notice to the county regarding electoral issues to come before the voters, etc.

10) Serves as the city’s liaison between technology personnel and the city. Ensures that city employees and elected officials are knowledgeable regarding preventative cyber security techniques and that city takes appropriate measures to mitigate against cyber attacks.

11) Oversee the structure, content and effectiveness of the city website and social media sites.

12) Provide support and back-up to the City Manager in all aspects of communication between the city and the public, including assisting with all promotional materials to ensure a consistent look and message.

13) Oversees the administration and proper oversight of franchise agreements including collection of annual franchise fees.

14) Monitors City contracts to ensure compliance with requirements prior to Council adoption and ensures renewals of all contracts are current.

15) Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

· General knowledge of principles and practices of local government administration;

· Skilled in problem solving, communication and multi-tasking. Ability to effectively plan and prioritize work to accomplish multiple projects with competing deadlines.

· Modern office management practices and procedures including record-keeping.

· Knowledgeable with the process of Oregon public meetings and public records law.

· Best practices in records management and retention.

· Ability to accurately prepare meeting minutes.

· Skilled in customer service.

· Common word processing, presentation and database software skills.

MINIMUM REQUIREMENTS

Associate’s degree in business, public administration or communications. Two years’ experience in a professional administrative position, preferably in local government. Experience in public relations, marketing or journalism desirable. Municipal clerk experience preferred. Any combination of education, training and experience that meets the demonstrated needs of the position may be substituted.

PHYSICAL DEMANDS

Work may include climbing, stooping, kneeling, crouching, reaching, standing, walking, sitting, lifting, grasping, talking, hearing, seeing, and repetitive motions including typing. Requires exerting up to 20 pounds occasionally. Minimal physical effort is required. May require driving and travel.

WORKING CONDITIONS

Work is generally performed in an office environment and may include exposure to disruptive people.

ADDITIONAL INFORMATION

To apply for this position, please submit a cover letter, current resume, and completed City of Phoenix Employment Application to: becca.pearson@phoenixoregon.gov. This position will remain open until filled. Interested applicants are encouraged to apply as soon as possible as the position will be filled when a suitable candidate is identified, and applications will be considered as they are submitted.

Job Type: Full-time

Pay: $5,727.00 - $7,313.00 per month

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $5,727 - $7,313