Deputy Recorder I

GENERAL PURPOSE

Performs a variety of entry level administrative support and complex clerical duties to expedite the fulfillment of the statutory responsibilities of the office of City Recorder.

SUPERVISION RECEIVED

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

SUPERVISION EXERCISED

None.

ESSENTIAL FUNCTIONS

Council Meeting Preparation: Prepares agendas and packets for official legislative and executive meetings; attends council meetings and takes, transcribes, and finalizes minutes, importing them into permanent records and cross-referencing minute books; maintains permanent records of all original documents, resolutions, and ordinances, including bonds and bonding records; records, publishes, and files new ordinances and resolutions. Serves as custodian of the city seal and acts as notary public, attesting to signatures on official documents, agreements, and contracts. Performs council meeting follow-up, including securing signatures, distributing copies, posting online, scanning, filing, and indexing of agreements, resolutions, appointments, proclamations, and subdivision actions; assures compliance with laws and guidelines regarding public access to city records.

City Elections: Assists to coordinate city elections processes and logistics by ordering supplies, selecting judges and polling places, training judges, publishing legal notices and online postings, accepting declarations and filings, distributing absentee ballots, monitors 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 issues results hard copy or electronically. Maintains yearly GRAMA certificate.

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 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.

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.

Accepts, countersigns 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).

Subdivision Plats & Applications: Assist with monitoring the submission of plats; determine proper signature authorization; ensure timely filing of plats with county recorder; maintains copies of city plats and maps; coordinates

with Engineering and Planning on plat review timelines and requirements. Shepherds application process for Development Review Committee, performs initial plan checking and staff review to ensure compliance with zoning regulations and standards; maintains records of all 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.

Cemetery: Assists with managing and maintaining the cemetery records; performs customer service; responds to general questions related to the cemetery and the sale of cemetery spaces; works with funeral homes and other individuals to schedule and accommodate interments.

General Administrative Support: Greets and assists the public at the front counter and by phone; processes routine document requests, copies, and fee payments; acts as notary public. Prepares and posts legal notices in compliance with law; maintains membership lists; assists with maintaining addressing and related plat maps; processes bond releases. Maintains a well-organized front office, including managing mail, office supplies and equipment, and the Council Chambers calendar; performs general clerical support such as correspondence, data entry, scanning, and filing for the office

Performs related duties as required.

MINIMUM QUALIFICATIONS

1. Education and Experience:

A. Graduation from high school;

AND

B. No experience required.

2. Knowledge, Skills, and Abilities:

Some knowledge of basic bookkeeping, accounting. Some knowledge of administrative procedures; 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.

3. Special Qualifications:

Must be bondable.

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 is required. 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