Job Description

Deputy Municipal Recorder

The Deputy Municipal Recorder provides highly responsive clerical, administrative, and recorder duties support to the member municipalities of the Greater Salt Lake Municipal Services District (MSD). Under the direction of the Clerk/Recorder, this employee performs a wide variety of time-sensitive and confidential administrative office, clerical, and recorder functions for the MSD Members' Councils.

Minimum Education Qualification:

Three (3) years of office administrative support with one (1) year of municipality clerk/recorder experience OR an equivalent combination of related education and experience. An associate degree in office administration, management, human resources, and payroll administration or a related field is preferred.

Special Requirements

• An eye for efficiency and intense attention to detail and strategic changes.
• Experience in local government, public records, transcription, and working with elected officials is preferred.
• A valid and unencumbered Utah driver's license is required.
• Due to the nature of this position, the final candidate must successfully pass a pre-employment background check and drug screening.
• Due to the nature of this position, attendance at frequent evening and occasional weekend meetings is required. Occasionally attend and support member events.

Essential Functions

The following duties and responsibilities are intended to be representative of the work performed by the employee(s) in this position and are not all-inclusive. The omission of specific duties and responsibilities will not preclude it from the position. Applicants must be prepared to demonstrate the ability to perform the essential functions of the job with or without reasonable accommodation.

• Liaison to MSD member municipalities, and other stakeholders. Upholds and implements member municipalities' bylaws, policies, and procedures.
• Acts as the Municipal Recorder in their absence and as assigned and provides back up support, including attending meetings, and posting notices to the City and State websites.
• Schedules meetings and events, posts agendas, takes minutes, transcribes documents, and maintains official records of actions including ordinances and resolutions.
• Notifies the appropriate parties of City Council actions. Provides meeting packets to Council Members and key staff for Council Meetings and maintains notices on the Utah Public Notice Meeting website within a strictly adhered-to timeline.
• Support Municipal Recorder with records according to statutory legal requirements and the member's Bylaws and Policies through establishing and maintaining accurate electronic and physical filing systems.
• Provides general office support such as preparing and distributing reports to elected officials and members, responding to public comments, concerns, managing mail and faxes and requests.
• Provides exceptional customer service by answering phones, greeting visitors, relaying messages, and distributing forms, documentation, and information. Receives and responds to public comments, concerns, and requests.
• Maintains neat and organized office areas.
• Assists Municipal Recorder with municipal election responsibilities and works directly with Salt Lake County Elections and the Lt. Governor's Office.
• Posts and publishes appropriate notices as required by state law.

Knowledge of:

Business English and mathematics. Modern computer software and equipment with expert command of standard office tools, such as Microsoft Office Suite and video conferencing. State records management and archiving regulations and standards. Record and report preparation, maintenance, archiving, and filing. Principles of office administration, operations, and support functions. Excellent telephone, in-person, and customer service etiquette. Effective planning and decision-making techniques. Knowledge of municipal government and municipal election process.

Special Qualifications, Licenses, and Certifications (preferred)

Current records training through the Utah Division of Archives and Records Service Utah Certified Clerk State Certification (UCC) through the Utah Municipal Clerk's Association (UMCA) and/or Certified Municipal Clerk (CMC) certificate through the International Institute of Municipal Clerks (IIMC) Notary Public Certification Familiarity with municipal codes, state laws and regulations applicable to cities and towns

Skills and Abilities to:

Perform office administration and records management. Follow verbal and written procedures and instructions. Communicate effectively both verbally and in writing. Be consistent and accurate in preparing reports, agendas, minutes, and other official documents. Exercise a high degree of discretion and confidentiality. Collect, analyze, and interpret data and make recommendations. Be detail-oriented, organized, and able to prioritize workloads to meet deadlines. Take initiative and work independently and in a team environment under minimal supervision. Maintain filing and recordkeeping systems. Operate standard office equipment and arrange for necessary maintenance and repairs. Establish and maintain effective relations with Elected Officials, municipalities, county, and other stakeholders. Maintain composure in stressful situations.

Working Conditions and Physical Requirements

The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

This position requires work in a wide variety of conditions, from a typical office setting to fieldwork. Must be able to attend frequent evening meetings (3 -- 4 per month) and some weekend events. This position may be subject to intermittent exposure to high-stress situations caused by human behavior. While performing the duties of this job, the employee is frequently required to sit, walk, move, talk, and hear/listen. The employee is required to use hands to finger, handle, and feel objects, tools, or controls and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus unless otherwise required by management.

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