CITY RECORDER

Job Description

Job Description

PLEASE NOTE THE SPECIFIC REQUIREMENTS FOR THIS JOB BEFORE APPLYING:

• Bachelor’s degree in Political Science, Public Administration or similar.
• 3-5 years of experience as city or county recorder or deputy city recorder.
• Current Certified Municipal Clerk or Master Municipal Clerk certification through the International Institute of Municipal Clerks or proven ability to obtain such certification within 3-4 years of hire.
• Membership in the Utah Municipal Clerks Association, the Greater Salt Lake Clerks/Recorders Association, or International Institute of Municipal Clerks.
• Must possess skills related to flexibility and adaptability of processes in order to be a change agent in the implementation and advancement of procedures, methodologies, tools and technologies to streamline processes related to Municipal Recorders.
• Must be bondable with a clean background check and no history of dishonest acts.

RATE OF STARTING PAY: $106,000-$132,497 ANNUALLY (D.O.E.); ABILITY TO INCREASE WITH PERFORMANCE

JOB SUMMARY:

The City Recorder works under the supervision of the City Manager and Deputy City Manager, performs official City Recorder duties as specified by Utah Code and city ordinances, including Utah Code Sections 10-3-916, 10-6-137 & -138, and Park City Code 2-4-6. Responsibilities include Records Retention, Noticing Management, City Council Meeting Management and Minutes, Municipal Code and Fee Schedule Updates, Government Records Access and Management Act (GRAMA), and Municipal Elections. Provides support to the Executive Team, including the Mayor and City Council. Serves as the City’s Election Official and shares in the responsibilities of promoting quality customer service and positive coordination with other City departments and outside agencies. Assists staff and the general public with questions, concerns and complaints. The City Recorder is an at-will position that is appointed by the City Manager, with the approval of the Mayor and City Council, under Park City Code 2-4-6.

TYPICAL DUTIES:

• Supervises the work of records management; provides technical assistance on duties related to records management; oversees the proper classification, filing, retrieval, storage, destruction and archiving of all City records, deeds and contracts as required by law; keeps a record of the official proceedings of the City as required by law; attests and fixes a seal upon all legal documents of the City.
• Responsible for public meeting notices, the proper transcription of the Council minutes, and postings to the City and State websites, as well as administrative rights and privileges of the meeting management software system. Trains staff and elected officials on the use of the meeting management software.
• Performs official notarial acts within the state to include acknowledgments, certifications, oaths and affirmations; administers oaths to City officials.
• Oversees GRAMA requests and trains department coordinators on GRAMA code and assists with the process.
• Conducts and supervises all City elections as provided by law; renders all interpretations and makes initial decisions about controversies and other matters relating to the general provisions of the election code.
• Assists with the development, planning and implementation of Executive Department goals and objectives; recommends and administers policies and procedures, such as council meeting packet preparation and other council related procedures.
• Coordinates work activities with co-workers when necessary on projects and programs to assist with Council meeting management; reviews and evaluates work product, methods and procedures.
• Prepares and presents staff reports to the City Council as needed.
• Prepares and implements the annual approved budget for municipal elections.
• Participates in relevant boards, commissions and committees; maintains membership in professional groups.
• Other duties as assigned.

MINIMUM QUALIFICATIONS (OUTLINED ABOVE):

• Bachelor’s degree in Political Science, Public Administration or similar
• 3-5 years of experience as city or county recorder or deputy city recorder
• Current Certified Municipal Clerk or Master Municipal Clerk certification through the International Institute of Municipal Clerks or proven ability to obtain such certification within 3-4 years of hire

• Membership in the Utah Municipal Clerks Association, the Greater Salt Lake Clerks/Recorders Association, or International Institute of Municipal Clerks
• Must possess skills related to flexibility and adaptability of processes in order to be a change agent in the implementation and advancement of procedures, methodologies, tools and technologies to streamline processes related to Municipal Recorders
• Must be bondable with a clean background check and no history of dishonest acts

PREFERRED QUALIFICATIONS:

• Master’s degree in Public Administration and/or related field
• Experience in municipal regional collaboration efforts
• In-depth knowledge of current technologies, including AI powered tools to generate meeting minutes; the procedures, tools, and methods currently used for Municipal Recorders
• Ability to demonstrate an advanced working knowledge of the current state of Municipal Recorders industry and current best practices to advance efficiency and effectiveness
• Demonstrated knowledge and ability related to the process of public notification including public notices, advertising and communication strategies
• Ability to identify and research best practices and trends for Municipal Recorders related to long term objectives
• Demonstrated track record of managing projects from planning through execution, successfully delivering short- and medium-term objectives to advance overarching goals.

WORKING CONDITIONS:

• Work is performed primarily in an office setting.
• Considerable exposure to stressful situations
• Non-traditional working hours which include evening meetings.