Deputy Recorder

Position: 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 FUNCTIONSCouncil 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…