City Recorder

Eagle Mountain City•Eagle Mountain, UT

1d•Onsite

About The Position

Under general supervision of the City Manager, Assistant City Manager and/or Mayor, plans, manages, oversees and directs the operations and services of the Office of the City Recorder. Performs a variety of administrative, technical and intricate clerical duties, which include the statutory responsibility of the City Recorder, municipal elections, records management and risk management. Works with the Director of Legislative Affairs to coordinate activities with elected officials, outside agencies and the public; ensures compliance with the Open and Public Meetings Act; provides responsible and complex staff support. Operates under the general supervision of the City Manager, Assistant City Manager and/or City Mayor. Act as supervisor to Deputy Recorder(s) and Risk Manager.

Requirements

Graduation from college with a bachelor's degree in accounting, finance or related field
Five (5) years of progressively responsible experience directly related to above duties
Considerable knowledge of Office 365; laws governing records retention, archiving, management and access (GRAMA); modern office practices and procedures; principles of supervision; coding, classifying, and indexing methodology related to recording city ordinances, laws, contracts, documents.
Working knowledge of administrative procedures; city government and inter-relationship of various city functions; technical writing; general research methods, sources, and procedures; public agency purchasing requirements and best practices; methods and techniques of supervision, training and motivation.
Ability to interpret, explain and apply applicable laws and ordinances governing the operation of the Office of City Recorder; 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; plan, organize, and coordinate the work of other personnel; maintain strict confidentiality related to sensitive administrative information; operate personal computer, city database system in utilizing various programs to produce or compose formal documents, reports and records; operate a variety of records management systems; 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; meet the public in situations requiring diplomacy, sensitivity and tact; establish and maintain effective internal and external working relationship.
Possession of or the ability to obtain a valid driver's license
Must be bondable.

Nice To Haves

Possession of an International Institute of Municipal Clerks designation as a Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) is desirable.

Responsibilities

Management responsibility for the Office of the City Recorder and related activities and services, including fulfilling statutory responsibilities relative to the City Recorder
Prepares agenda(s) and packets for official legislative or executive meetings of the city
Attends council meetings
Records, publishes and files new ordinances and resolutions
Serves as custodian of city seal
Acts as notary public, attests to signatures on official documents, agreements and contracts
Works in conjunction with City Attorney assuring compliance with laws and guidelines regarding, city code, agreements and public access to city records.
Demonstrates an understanding of applicable laws, policies, procedures and methods related to assigned duties
Responds to questions and concerns from the public
Provides information when appropriate and helps resolve public complaints.
Attends and participates in professional and community meetings
Stays current on issues related to the role of the City Recorder, elections, financial disclosures, conflicts of interest, public meetings, public records, purchasing, and risk management.
Records and maintains minutes, 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
Administers oaths to city officers and maintains index of all oaths
Certifies authenticity of municipal corporate documents for public officials, government agencies, courts, and the general public.
Maintains general books and records for various special funds and contracts, including list of outstanding bonds, their purpose, term dates and place payable
Pre-audits the claims against the city to be approved by city council and in compliance with lawful debt limits as governed by state statute.
Establishes positive working relationships with representatives of community organizations, state and local agencies, staff, and the public
Communicates clearly and meets with the public in situations requiring diplomacy and tact
Deals constructively with conflict and develops effective resolutions.
Management and oversite of the sale of CWP water use to developers within the city
Maintains inventory of CWP water takedown, well water inventories and sale of water use for development purposes.
Works closely with City Attorney regarding the conveyance of water rights, transfers and allocation of water for use within the city.
Certifies annexation petitions
Reviews and verifies accuracy of plats and maps
Issues proper notice and accepts written protests as prescribed by state statute
Instructs property owners in annexation procedures, i.e., preparation of petitions
Performs certification of petitions according to state law
Distributes notices to proper entities
Publishes meeting notices, schedules public hearings
Files plats and associated documents with the County and Lieutenant Governor's Office.
Monitors submission of plats
Determines proper signature authorization
Manages the payment of all fees associated with plat recordation
Performs initial and final plan checking and staff review to ensure compliance with zoning regulations and standards
Ensure timely filing of plats with county recorder
Maintains copies of city plats and maps
Maintains records of all special improvement districts (SID's), special assessment areas (SAA's), rural development area's (RDA's), community redevelopment areas (CRA's), public infrastructure districts (PID's) etc.
Reviews and records easements, deeds and other official property documents.
Acts as City Elections Official
Coordinates and manages city elections by certifying election results and auditing returns
Adjudicates election complaints and disputes and maintains security of election proceedings
Conducts special elections by referendum or initiative petition.
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 compliance with state laws related to public access
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 records 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
Issues orders, answers, responses, etc., which are deemed final and conclusive according to state regulations
Supervises risk manager in the processing of claims of injury, receives personnel action appeals, etc. and certifies decisions of appeal board(s).
Receives and responds to GRAMA requests
Assures compliance with state laws related to public access following established regulations and guidelines, researches and collects material, redacts protected information and delivers documentation in a timely manner
Collects fees and issues results with hard copies or electronically.
Works closely with city attorney to prepare and draft resolution and ordinance language for adoption by city council
Oversees codification of ordinances.
Prepares and manages the budgets for the Office of the City Recorder and Legislative budget and ensures compliance with established fiscal guidelines
Forecasts the necessary funds for various projects
Presents, justifies, and defends programs and operations
Monitors and approves expenditures
Discusses and resolves budget issues with appropriate staff and implements adjustments when necessary
Acts as project manager for assigned projects, acts as executive assistant to the Redevelopment Agency and secretary to Local Building Authority.
Manages and maintains 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.
Supervises the risk manager in processing personal injury and property damage claims and ensures compliance with city policies and applicable federal and state laws regarding insurance
Works closely with legal counsel with claims and lawsuits filed against the city.
Works with staff to manage and maintain city contracts and agreements.
Performs related duties as required.