Deputy City Recorder

The City of Medford is seeking a highly organized service-minded professional to join the City Managers 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 Managers Office while assisting with public meetings boards and commissions official City records and other key functions.

Required Education and Experience:

• High school diploma or GED equivalent; and
• Four (4) years of administrative and records management experience; and
• Ability to obtain within 30 days of hire and maintain the Oregon Notary Public certification.
  • Bachelors degree in administration public administration or other specific area of study as deemed applicable may substitute for two (2) years of experience.

• Certified Municipal Clerk (CMC) certification

Available Schedule:

• 8 hours daily Monday - Friday

This position is part of the Non-Representedemployee group.

Learn more about our benefits HERE.

• 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 $50000 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 employees (6%) contributions
• Deferred Compensation retirement plan (Section 457 Plan) for employees retirement planning

• Paid vacation sick leave and holidays
• Employee Assistance Program (EAP)
• The Citys 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 Citysfully equipped fitness center24/7

Essential Functions of the Position:

• 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 Citys 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 Managers Office including verifying employees 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 others in the workplace.
• Fosters an environment that embraces diversity integrity trust and respect.
• Is an integral team player which involves flexibility cooperation and communication.

Communicativeness - Effective performers recognize the essential value of continuous information exchange. They actively seek information from a variety of sources and disseminate it in a variety of ways. They use modern technologies to access and circulate information. They take responsibility for ensuring that their peers and supervisors have the current and accurate information needed for success.

Initiative - Effective performers are proactive and act without being prompted. They dont wait to be told what to do or when to do it. They see a need take responsibility and act on it. They make things happen.

Organization Knowledge - Effective performers understand the workings of the organization. Specifically they understand the formal and informal policies and structures that govern operations and know the essential technologies at the heart of the business. They know how the place works.

Organizing & Planning - Effective performers have strong organizing and planning skills that allow them to be highly productive and efficient. They manage their time wisely and effectively prioritize multiple competing tasks. They plan organize and actively manage meetings for maximum productivity.

IMPORTANT (Please read):

• It is important your application shows all the relevant experience you possess.
• Applications may be rejected if incomplete.
• Resumes will not be accepted in lieu of an online application; an application will be considered incomplete with a see resume response.
• Please complete the application and answer the supplemental questions thoroughly to ensure our subject matter experts can appropriately evaluate your experience as we compare applicants.

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VETERANS PREFERENCE:

Qualifying veterans and disabled veterans may obtain preference during the hiring and/or promotional selection process. As verification of eligibility a Discharge from Active Duty (DD Form 214 or 215) must be uploaded with the online employment application. Disabled veterans must also upload a copy of the veterans disability preference letter from the U.S. Department of Veterans Affairs unless the information is included in the DD Form 214 or 215.

EQUAL OPPORTUNITY EMPLOYMENT:

The City of Medford is proud to be an equal opportunity employer. We do not discriminate based uponrace religion color national origin marital status sexual orientation gender identity gender expression age ancestry status as a protected veteran physical or mental disability medical condition pregnancy genetic information or any other status protected under federal state or local law.

ADA:

The City of Medford complies with the Americans with Disabilities Act. If you consider yourself disabled and require assistance in the application process please contact or email:.