Deputy City Recorder

Under general supervision, provides support to the City Recorder and deputizes in the absence of the City Recorder. This may include being the representative of the City Recorder at assigned Boards and Commissions meetings.  Provides administrative support to the City Recorder’s department by supporting the City Council, the Urban Renewal Agency Board, Boards and Commissions and records management activities. Requires knowledge and understanding of records management systems, records retention rules and laws and public meeting rules and laws. Is responsible for assisting with coordinating City Council and URA Board meetings, ensuring compliance with laws governing public meetings, public records, and elections. Supports City Council at public events.This description covers the most significant essential and auxiliary duties performed by the position, but does not include other occasional work, which may be similar, related to, or a logical assignment for the position.
Essential Duties:

• Provides administrative support to the City Recorder and the department
• Deputize for the City Recorder at meetings as needed including City Council, Urban Renewal Agency Board meetings and other Boards and Commissions as needed, these may take place in the evening.
• Record meeting proceedings; transcribe meeting minutes; compile meeting packets and meeting records; posts public notices; responsible for creating, editing and updating departmental information on city website and social media sites; supports the ORMS Content Manager Records Management System; assists with developing department training materials. 
• Processes City Council and department mail; processes department invoices and purchase orders; orders office supplies and Council chambers kitchen supplies, maintains inventory. Drafts and proofs memos and other department documents.
• Supports Records Management, ORMS Content Manager System; scanning, digitizing, reviewing records and determining appropriate retention rules; prepares records for destruction. Attends conferences and training related to job functions.
• May serve as Election Officer in the absence of the City Recorder. Handles all aspects of City elections, including: verifying signatures on petitions; preparation and distribution of official notifications; providing information to candidates and campaign committees; and ensures compliance with all county and state rules, regulations and requirements.
• Serves as Oregon Notary Public.
• Provides City staff and the public with general information about the City Council activities; responds to public inquiries and complaints and supports the City Recorder with responding to public records requests.
• Independently assesses and prioritizes daily workload.
• Develops safe work habits and contributes to the safety of self, co-workers and the general public.
• Maintains cooperative working relationships with City staff, other organizations, and the general public.
• Assists in the preparation, review and monitoring of department budget and expenditures.
• Performs other duties of a similar nature or level.

Auxiliary Duties: Undertake special projects and research as directed. Provide assistance to other City Departments as workload and staffing levels dictate.  Maintain proficiency by attending training and meetings, reading materials, and meeting with others in areas of responsibility.  Maintain work areas in a clean and orderly manner. 
Knowledge of: General office practices and procedures, business English, composition, spelling and punctuation, word processing, spreadsheet software, Public Records Management and retention rules & laws, elections, and government ethics. Knowledge of public meeting laws, rules and procedures. Knowledge of conflict resolution techniques; and knowledge of personal computers and related software applications. Experience with public presentation techniques.

Ability to: Physically post notices for public hearings and public meetings; manage record systems, ability to organize, file and maintain accurate records; interpret local, state and federal laws and regulations related to public meetings, public records and elections; organize and publicize Council events; make presentations to large groups; resolve conflicts; promote positive public relations; provide excellent customer service; comply with safety requirements of the position and actively promote safe work practices; communicate effectively with coworkers, management, elected officials and the general public; and, display excellent interpersonal skills, writing skills and awareness of controversial and/or sensitive issues. Must have the ability to maintain a high level of confidentiality.  Employee must have the ability to attend night functions, attend out of town meetings and work a flexible schedule subject to the operational needs of the city. 

Education and Experience: Typical education would include an associate’s degree in business or public administration. Typical experience would include three years or more of related experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position. 

Special Requirements/Licenses: 

• Valid Oregon Driver's License or ability to obtain within six months.
• Must obtain a current Oregon Notary Public Designation within one (1) year
• Possession of an International Institute of Municipal Clerks (IIMC) Certified Municipal Clerk Designation or ability to obtain one within 3 years

Desirable Qualifications: Knowledge of municipal governmental functional areas and specific word processing software utilized within the department. Knowledge of State of Oregon Public Meeting Laws and Rules and Public Records Retention Rules. Knowledge of ORMS Records Management System or similar systems.

SUPPLEMENTAL INFORMATION:
Physical Demands: While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility. Duties involve moving materials weighing up to 10 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 25 pounds. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, calculator, and standard office equipment.
Working Conditions: Usual office working conditions. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises. The attendance of night and occasional weekend meetings will be required.

The City of Sherwood is committed to using a Merit Based System in which recruiting, selecting, and advancing employees is based on their relative knowledge, skills, and abilities.

Application Process
Interested individuals must submit a City of Sherwood online employment application. This recruitment may close at any time and applications not received by the close of the recruitment may not be considered; therefore prompt application is encouraged.

Examination Process
Application materials may be used to determine which candidates will be invited to participate in an oral interview. 

Veterans' Preference

If you are a Veteran and would like to be considered for a Veterans' preference for this recruitment, please make sure to upload the required documentation to your application and self-select your veteran status. For more information on how to qualify, visit our Veterans' Preference Form webpage.

 Accommodation under the Americans with Disabilities Act

Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in the selection process for this recruitment. To obtain confidential assistance please contact Human Resources 503-625-4201 or e-mail to:hr@sherwoodoregon.gov at least 48 hours before any step in the recruitment and selection process for which you feel you need accommodation.

Status of Your Application 

You will be advised by e-mail of your status at each step in the application process, from initial application to final employment disposition. Please note that City of Sherwood communicates with all candidates via email. If you "opt out" or "unsubscribe" of email notification from notices in NEOGOV it will impact our ability to communicate with you about job postings.

Questions (?'s) Regarding This Recruitment
Lydia McEvoy, Human Resources Director
mcevoyl@sherwoodoregon.gov

Salary : $30 - $38