Job Description
Job Description
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. Schedule: Monday-Friday: 7:30 AM -12:30 PM.
SUPERVISION RECEIVED
Works under the general supervision of the City Recorder or Chief Deputy Recorder.
SUPERVISION EXERCISED
None.
ESSENTIAL FUNCTIONS
Council Meeting Preparation: Prepares agenda(s) and packets for official legislative or executive meetings of the city; attends council meetings as needed, may take and transcribes minutes; records, publishes and files new ordinances and resolutions; acts as notary public, attests to signatures on official documents, agreements and contracts; assures compliance with laws and guidelines regarding public access to city records.
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 book 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 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.
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 on behalf of the city all summons, lawsuits, and served notices; assists in receiving and processing 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; 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.
Water Use & Rights: Assists with managing the sale of CWP water use to developers within the City; maintains inventory of CWP water takedown and sale of water use for development purposes.
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: May act as front-facing customer service at City Hall, including reception duties as needed. Receive and process insurance claims; coordinates claims resolution with insurance carriers; manages flag inventory including repair and replacement; prepares and posts various legal notices in compliance with law; maintains membership lists; assists in maintaining, addressing and related plat maps; processes bond releases; orders office supplies.
Performs related duties as required.
MINIMUM QUALIFICATIONS
- Education and Experience:
- Graduation from high school;
- Basic knowledge of administrative procedures and office skills are desirable.
- 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.
- Special Qualifications:
Must be bondable.
- 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.
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