Deputy City Recorder

City of Medford•Medford, OR

3d•Onsite

About The Position

The City of Medford is seeking a highly organized, service-minded professional to join the City Manager’s Office as Deputy City Recorder. This role is an excellent opportunity for someone who thrives in a busy, collaborative environment and enjoys work that supports local government at its core. The Deputy City Recorder provides essential administrative and records support for the Mayor, City Council, and City Manager’s Office, while assisting with public meetings, boards and commissions, official City records, and other key functions. If you bring strong administrative and records management experience, sound judgment, and the ability to keep important work moving with accuracy and professionalism, we invite you to apply!

Requirements

High school diploma or GED equivalent
Four (4) years of administrative and records management experience
Ability to obtain within 30 days of hire and maintain the Oregon Notary Public certification.

Nice To Haves

Certified Municipal Clerk (CMC) certification
Bachelor’s degree in administration, public administration, or other specific area of study as deemed applicable may substitute for two (2) years of experience.

Responsibilities

Provides administrative support to the City Manager and Deputy City Manager including calendaring, making and confirming travel arrangements, preparing and editing correspondence, and responding independently to public inquiries regarding a variety of City matters.
Provides administrative support to the Mayor and Council including preparing letters, speeches, and proclamations; maintaining meeting and appointment calendars; arranging travel schedules, and processing reimbursements.
Effectively interacts, assists, and responds to public inquiries and complaints regarding programs, policies, and procedures via email, telephone, and in-person.
Manages the Boards and Commissions recruitment and appointment process, including advertising vacancies, coordinating applications and appointments with elected officials and stakeholders, scheduling interviews, and maintaining related information on the City’s website.
Prepares purchase orders, contracts, fund disbursements, and reconciles purchasing card transactions.
Completes event planning for City Council meetings, City Manager meetings, and special functions including the Boards and Commissions Awards Luncheon and sister city visits. Duties include arranging catering, purchasing supplies, organizing events, and coordinating setup and cleanup.
Serves as payroll liaison for the City Manager’s Office including verifying employee’s work hours, leave usage, and submits payroll information for timely processing.
Manages public meeting room reservations.
Responds to public records requests in accordance with applicable Public Records Request Law requirements.
Assists with the development, implementation, and maintenance of City records management systems and other official City documents.
Prepares, maintains, scans, stores, and organizes City records documents, files, reports, and correspondence.
Prepares and distributes notices; coordinates the publishing and posting of legal notices; performs related filing activities; and maintains follow-up documentation.
Attends and coordinates City Council meetings in the absence of the City Recorders.
Serves as backup to the City Recorder for administering Oaths of Office for Police personnel, Municipal Judges, and elected or appointed officials
Serves as backup Elections Officer and assists with the administration of election processes in coordination with the Jackson County Clerk in the absence of the City Recorder.
Conducts research and prepares data and background materials as needed.
Oversees office supplies inventory and equipment maintenance.
Completes assigned job duties, special projects, and other related work to support team, department, and City goals while working cooperatively, efficiently, and productively in a team environment.
Actively demonstrates high levels of employee engagement, accountability, coachability, and responsibility for personal performance and results.
Demonstrates initiative to incorporate and implement learning principles from informal and formal training, as well as feedback from leaders and coworkers.
Assists with budget preparation, reporting, and tracking.
May be required to drive to attend off-site meetings and perform work-related errands.
The scope of the assigned responsibilities may vary based on departmental structure and at the discretion of the Deputy City Manager or designee.
Seeks out and approaches training opportunities with active engagement and curiosity, while learning and exhibiting understanding of City policies, protocols, and performance expectations.
Pursues professional development opportunities to add value to the city, including learning, adopting, and quickly adapting to new techniques, technologies, and industry practices.
Actively demonstrates accountability and responsibility for both work product results and the impact behaviors and decisions may have on the ability of others to do their jobs well.
Receives, interprets, and implements job-related instruction, guidance, coaching, and training (both formal and informal) while progressively improving skills and overall success in performing assigned duties.
When issues of poor performance or negative behaviors are raised, incorporate feedback in a constructive manner that demonstrates understanding of the concern and an ability and willingness to achieve the required consistent and sustained improvement.
Performs other duties as assigned to support the overall function of the department and organizational goals.
Demonstrates regular, reliable, and punctual attendance.
Upholds the values of the organization and has strong customer service orientation.
Handles job stress and interacts effectively with the workplace.
Fosters an environment that embraces diversity, integrity, trust, and respect.
Is an integral team player, which involves flexibility, cooperation, and communication.

Benefits

Medical, vision and dental benefits for employee and family, paid at 100% by the City with the opportunity to buy-up to a lower deductible plan
Life and Accidental Death and Dismemberment insurance – policy value of $50,000 paid by the City
Long-term disability insurance provided by the City
Health Reimbursement Account (HRA-VEBA) contributions provided by the City
Oregon Public Employee Retirement System (PERS) lifetime pension after retirement at no cost to employee
PERS is 100% fully paid as the City pays both the employer and the employee’s (6%) contributions
Deferred Compensation retirement plan (Section 457 Plan) for employee's retirement planning
Paid vacation, sick leave, and holidays
Employee Assistance Program (EAP)
The City’s Wellness Program promotes physical, social, emotional, intellectual, financial and environmental wellness with various goals and challenges to participate in throughout the year. Employees may qualify for wellness incentives by completing milestones set within the program up to $200 annually
Access to the City's fully equipped fitness center 24/7