Salt Lake City

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DEPUTY RECORDER

DEPUTY RECORDER

Requisition ID 
2017-3325
Department 
ATTORNEY
Minimum Salary 
USD $17.02/Hr.
Maximum Salary 
USD $22.49/Hr.
Post End Date 
2/1/2018
Location 
US-UT-Salt Lake City

More information about this job

Overview

Under the direction of the City Recorder and in support of the City’s Chief Deputy Recorder, performs a variety of technical and clerical support functions to collect, record, store, manage and provide accessibility to all official City records and legislative actions. Assists in the transition of City hard-copy records to paperless storage, retrieval and computerized access.  Incumbents in this position are fluent in an individual specialty area (i.e. public notices, contracts, election support, etc.) as well as in the Recorder’s Office general operations, and are expected to cross-train and function in various assignments/areas as need and demand dictates. 

 

Position requires an understanding of complex manual and computerized records systems, an ability to capture legislative discussions and concepts into concise terminology, and an ability to pay close attention to legislative and legal record details.

Responsibilities

  • Attends City Council meetings, both in the City and County Building and at various Council district locations, and transcribes official minutes ensuring the technical accuracy of the Council’s recorded actions. Tracks and processes all paperwork associated with Council actions including ordinances, resolutions, supporting legal documents, notifications to affected City departments regarding legislative actions, citizen and Council member questions and requests. Converts agendas and minutes to the City’s computerized formats for distribution and access on City intra and internet sites.  Utilizes computerized tracking systems, to monitor progress or ensure future action on Council items that are carried forward.  Ensures that ordinances are routed correctly to computerized storage/access areas and to codifier as needed.

  • Reviews and builds/document profile for various indexing programs so documents can be easily retrieved via a variety of “key word” sources. Researches and understands how historical and technological records are generated and the storage options employed by the City. Utilizes that knowledge to conduct extensive research to obtain records/documents/city code, City policies and procedures as requested by the public and City department personnel.  Locates and retrieves archived documents from in-office and off-site storage facilities.

  • Compiles and prepares the summary of all documents executed by the Mayor and his/her Department Heads. Reviews process for appropriate approval signatures.  Enters actions into computerized indexing system, establishing “key word” references for research and future access.  Converts reports for placement on City InfoBase for access by concerned/affected City personnel.

  • Ensures the timely and accurate publication of ordinances, resolutions, public hearing issues and dates, notices calling for bids for City contracts and other required legal notices. Works closely with newspaper personnel in e-mailing or faxing initial information, obtaining and reviewing proofs, authorizing posting, in order to meet City notification and newspaper publication deadlines. Compares address listing for Special Improvement Districts.
  • Conducts construction bid openings, reading and recording bid amounts. Maintains and releases contract bid bonds.

  • Ensures that all Deputy Recorders are crossed trained on processes and procedures regarding in-office specialty area(s) which include payroll, vouchers and requisitions, legal notification/publications, election support, agenda distribution and computerized InfoBase linking and research.

  • Receives and issues legal documents for the Recorder’s Office as required by Utah State Code. Provides front counter assistance in researching City records for the general public and City department personnel.  Provides information and referrals as well as reviews written document requests for completeness.

  • Performs other related duties as assigned.

Qualifications

  • High school graduation or GED equivalent and three years’ experience performing related office, research and record-keeping duties in an environment where complex manual and computerized records systems are kept and maintained. Directly related experience and education may be substituted one for the other on a year-for-year basis.

  • Possession or ability to become a Utah State Notary Public within three months of hire.

  • Ability to accurately record and transcribe legislative actions, ability to capture legislative discussions and concepts into concise terminology. Knowledge of and experience with parliamentary procedures and application to the transcription of official, recorded meetings.

  • Demonstrated ability to utilize a personal computer and various software applications, including word processing and spreadsheet packages.

  • Ability to make independent decisions in accordance with laws, ordinances, regulations and city policies.

  • Possession of a valid driver’s license or driving privilege card and use of personal vehicle in order to travel to various council meeting or storage site facilities.

  • Ability to lift and transport records (40-50 lbs.) to meetings, or storage facilities.         

DESIRED QUALIFICATIONS: 

  • Experience with large volume, multi-layered, electronically indexed records maintenance systems.

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