Deputy Recorder

GENERAL PURPOSE

Performs a variety of working-level administrative, technical, and complex clerical duties to expedite the fulfillment of the statutory responsibilities of the office of City Recorder. Hours are M-F 9:00 AM-5:30 PM.

SUPERVISION RECEIVED

Works under the general supervision of the City Recorder or Chief Deputy Recorder.

SUPERVISION EXERCISED

None.

ESSENTIAL FUNCTIONS

Council Meeting Preparation: Under the direction of the City Recorder, assists with the preparation of the agenda(s) and packets for official legislative or executive meetings of the city; attends council meetings, takes and transcribes minutes; records, publishes and files new ordinances and resolutions; acts as notary public, attests to signatures on official documents, agreements, and contracts, as needed; assures compliance with laws and guidelines regarding public access to city records.

Attends council meetings; 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 books for resolutions and ordinances; maintains bonds and bonding records; performs council 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.

City Elections: Assists in coordinating city elections processes and logistics by ordering supplies, selecting poll workers when necessary and polling places, training poll workers, publishing legal notices and online postings, accepting declarations and filings, distributing absentee ballots, monitoring compliance with campaign regulations; tabulates election results and auditing returns; maintains security of election proceedings; assist to organize and conduct special elections by referendum or initiative petition.

GRAMA Processing: Receives and responds to GRAMA requests; assures compliance with state laws related to public access (GRAMA II, UCA 11-14-202) following established regulations and guidelines, researches and collects material, redacts protected information and delivers documentation in a timely manner; collects fees and responds with hard copies or electronically.

Records Management: 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 proper classifications are applied to city documents and records; assists the public by filling or coordinating records requests; establishes and monitors retention schedules on documents and assures timely archiving or purging of records according to law, ordinance or practice.

Prepares postings and public hearing notices; establishes methods for the recording and maintaining of all records, minutes of all proceedings, ordinances and resolutions passed by the city council and the posting or publishing of all ordinances; may certify by ordinance the annual tax levies to the county auditor; receives and files finalized city budgets and may issue copies to state auditor; distributes public copies as requested.

In the absence of the City Recorder and Chief Deputy Recorder, accepts, countersigns and certifies on 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).

Subdivision Plats & Applications: Assists the City Recorder as needed, with monitoring the submission of plats; determines proper signature authorization; ensures timely filing of plats with county recorder; maintains copies of city plats and maps; maintains records of all public improvement districts (PID's), special improvement districts (SID's), special assessment areas (SAA's), rural development area's (RDA's), etc.; records easements, deeds and other official property documents.

General Administrative Support: Receives insurance claims; prepares and posts various legal notices in compliance with law; maintains membership lists; acts as a notary; processes bond releases; orders office supplies, as needed.

Performs related duties as required.

MINIMUM QUALIFICATIONS

• Education and Experience:

• Graduation from high school;

AND

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

OR

• An equivalent combination of education or experience.

• Knowledge, Skills, and Abilities:

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

Ability to 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; 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.

Must be bondable.

• Work Environment:

Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require a variety of physical activities, not generally involving muscular strain, such as walking, standing, stooping, sitting, reaching, talking, hearing, and seeing. Common eye, hand, and finger dexterity is required. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking, and creative problem-solving. Periodic travel is required in the normal course of job performance.