Deputy Recorder

Description

Position Description

Deputy City Recorder

DEPARTMENT:
Recorder's Office

POSITION TYPE:
Full-Time | Exempt

REPORTS TO:

City Recorder

WAGE: $41,600 – $56,160 annually, Depending on Qualifications (DOQ)

Overview:

Performs advanced administrative, legislative, records management, communications, and customer service functions in support of the City Recorder. Serves as the primary coordinator of the day-to-day operations of the Recorder's Office while supporting the City Recorder in fulfilling the department's statutory, administrative, and public communication responsibilities.

The Deputy City Recorder position is established to strengthen continuity of operations within the Recorder's Office, expand organizational capacity, preserve institutional knowledge, enhance public service, and allow the City Recorder to focus on executive-level administrative responsibilities, organizational coordination, and departmental leadership while maintaining statutory oversight of the Recorder's Office.

Legislative services

• Coordinate City Council and other meeting processes, including agendas, packets, minutes, notices, and meeting logistics.
• Maintain legislative records, ordinances, and resolutions.
• Ensure compliance with Utah Open and Public Meetings Act and statutory publication requirements.

Records and Information management

• Administer records management, retention schedules, historical archives, and digital
• records systems.
• Process and coordinate GRAMA requests in accordance with Utah law.
• Assist with municipal election administration and statutory recordkeeping.

Public communications

• Coordinate the City’s public communications program through the website, social media, newsletters, marquee messaging, public notices, graphics, press releases, and other communication platforms.
• Assist with public education initiatives and communication campaigns that promote transparency and community awareness.

Community Engagement

• Coordinate City-sponsored events, community programs, volunteer initiatives, facility scheduling, and public engagement activities that promote community involvement and positive relationships between the City, residents, schools, and community partners.
• Coordinate and schedule the use of City athletic fields and facilities with the Tooele County School District and other partner organizations, ensuring effective communication and conflict resolution.

Business Licensing

• Review business license applications for completeness and compliance with applicable laws and City ordinances.
• Coordinate departmental review and approvals required for license issuance.
• Administer business license renewals and licensing records.
• Serve as the primary contact for business owners regarding licensing requirements and status.
• Maintain working knowledge of applicable federal, state, and local business licensing laws and regulations.
• Recommend improvements to business licensing procedures and customer service.

Recorder’s Office Operations

• Coordinate daily office workflow.
• Develop and maintain proficiency in all statutory Recorder functions to ensure continuity of operations.
• Exercise independent judgment in interpreting and applying applicable statutes, ordinances, policies, and procedures and in resolving complex administrative, records management, business licensing, and public information matters within established authority.
• Evaluate Recorder's Office processes and develop, recommend, and implement administrative procedures and operational improvements.
• Recommend process improvements and assist in developing standard operating procedures.
• Ensure continuity of operations during planned and unplanned absences.

Administrative Support

• Assist the City Recorder with departmental projects and administrative…