Deputy City Recorder

Join our award-winning Herriman City culture while working in our Recorders Office. Our Records Department provides a great opportunity for detail-oriented individuals who like to organize and maintain records. We offer a 9x9 work schedule with every other Monday off. This position may include some after-hours for City meetings. This position may close early based on qualified applicants.

GENERAL PURPOSE

Assists the City Recorder in both statutory and clerical duties. Provides support for Planning Commission and City Council meetings by collecting information and providing communication materials.

ESSENTIAL FUNCTIONS

• Assists with the documentation and dissemination of communication material with City contracts and official documents. May assist with the publication of official notices or other publications.
• Interacts with all levels of City County and State Government. Provides professional communication and works through situations and problems. Fosters relationships of trust and capability.
• Provides support and backup to the City Recorder with Planning Commission and Council meetings Workshop Sessions and Special Meetings. Records audio and take minutes of the proceedings. Transcribes minutes following each meeting and presents notes for approval as required.
• Supports the preparation maintenance and posting of City meeting agendas/packets.
• Organizes scans and files minutes into permanent records files. Maintains permanent hard copy records in minute files. Maintains a permanent record of all original documents copies and reference files for ordinances and resolution.
• As needed coordinates and attends Agenda Meetings and Records Committee Meetings.
• Maintains files of all ordinances and resolutions.
• Assists in the publication of official notices or other publications. Ensures rules and regulations for posting are followed.
• Provides support in all facets of City Elections.
• Tracks and updates the terms of City Officials.
• Maintains long- and short-term records storage and retrieval of information and records. Creates and maintains an electronic file of City documents.
• In the absence of the City Recorder attests to signatures on all official documents and contracts with City seal.
• Provides support on publishing City Code.
• Assists with maintaining the Citys privacy program and compliance requirements.
• May attend chapter and regional recorder meetings.
• Attends educational seminars to continue requirements towards the Certified Municipal Clerks Certification (CMC) and Master Municipal Clerk (MMC).
• Supports the maintenance of the cemetery records and programs.
• Ensures compliance with State laws related to public access (GRAMA). Ensures 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.
• Provides backup to the passport office providing the public with passport processing services. Provides expertise to residents in filing passports. Ensures correct filing of passports.
• Assists the City Recorder with a wide variety of duties and responsibilities.
• Performs other duties as needed or assigned.

MINIMUM QUALIFICATIONS

Education:

• High School Diploma or Equivalent.

Experience:

• Three (3) years experience in general office practices and procedures PC operation and various software applications.

AND

• One (1) year records management experience

OR

• An equivalent combination of education and experience to gain the knowledge to perform the required tasks of the position.

Additional Requirements:

• Must be at least 18yrs old.
• Must possess a valid Utah Drivers License.
• Must be able to pass a pre-employment drug test background check and driving record check.
• Must provide proof of US Citizenship to process Passports on behalf of the US Department of State.

Certifications/Licenses:

• Must be bondable and required to serve as a notary.
• Ability to earn Passport Agent Certification withing thirty (30) days of hire.

PREFERRED QUALIFICATIONS

• Experience in local government with records.
• Experience handling personally identifiable information.
• An associate or bachelors degree in public administration business records management or related field.
• Certified Municipal Clerks Certification (CMC).
• Ability to speak and understand Spanish.

KNOWLEDGE SKILLS AND ABILITIES

• Advanced level skills in Microsoft Office products including Word Excel and PowerPoint.
• Working knowledge of the correct methods of records retention and management; public notice requirements; municipal elections.
• Understanding of the basic principles of management office and budget procedures.
• Working knowledge of city county and state statutes governing privacy legal publications hearing notices and election requirements.
• Working knowledge of GRAMA as defined in the Utah State Code.
• Ability to treat records with confidentiality and make determinations on when to release information and when to hold information.
• Ability to establish and maintain effective working relationships with employees the public elected officials and other agencies of the public.
• Ability to follow verbal and written instructions; prioritize tasks and meet required legal deadlines; work well under pressure and impending deadlines.
• Ability to adapt to perform conflict resolution maintain professional decorum and adapt to change.
• Ability to exercise initiative independent judgment and to act resourcefully under varying conditions.
• Ability to communicate effectively both verbally and in writing in English.
• Type at least 60 wpm.

Civil Rights Coordinator:
Please feel free to reach out to our Civil Rights Coordinator at any time. HR Manager 801.727.0906.
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