City Recorder

Position Title:
City Recorder
Job Description:
We are looking for a City Recorder to direct the overall operation of the Salt Lake City Recorder’s Office.
About the Position:
This role requires the utilization of best-practices and technologies and is a principal participant in the effective management, retention and retrieval of City records including software data, digitization of records and the use of metadata. The City Recorder attests the legal documents of the City, keeps the corporate seal and centralizes the permanent retention records of the City. The Recorder’s Office is responsible to the City Council, “which shall have equal and independent access for services with respect to legislative functions”, including but not limited to the capture, preparation, maintenance, and storage of the official minutes, records and actions taken by Council. The City Recorder provides a primary role in the process of public notification including responsibility of providing the correct form of public notices in coordination with retention of publication and public-relation records. advertising. Further, the City Recorder works collaboratively with Salt Lake County officials – the County Clerk, County Council and County Recorder.

This is an appointed, at-will position without tenure and exempt from the career service system. This position is subject to recommendation by the Mayor and Confirmation in a public meeting by the City Council through the Advice and Consent process (City Code 2.05.020).
The ideal candidate will have a Bachelor’s degree in Public Administration, Business Administration, Records Management or a closely related field and four (4) years progressively responsible experience in the legal reporting, electronic filing and retrieval, distribution of legislative documents and decisions, and provision of public notice. Experience must include one year of supervising professional staff in the performance of such duties and current expertise regarding the Government Records Access Management Act (GRAMA). Related experience and education may be substituted one for the other on a year for year basis, but candidates must have a minimum of three years progressively responsible experience in the legal reporting, electronic filing and retrieval, and distribution of legislative documents and decisions, including one year supervising a professional records staff.
About the Team:

The Recorder’s Office is part of the City Attorney’s Office. The City Recorder supervises a team of 10.

Position Salary Range:

$106,740/yr. – $160,309/yr.

The established market rate for this position is $145, 736/yr.

This position is eligible for full city benefits, including:
Health Insurance (95% of premium paid by city)
Dental, Vision and Life Insurance
Paid vacation and personal leave
Six weeks of paid parental leave from day 1 of employment
Retirement contributions toward a pension plan and/or 401(k) A robust Employee Assistance Plan (EAP)
Up to $4,000 tuition reimbursement annually
Discounted supplemental benefits like pet insurance and legal services

Learn more about our benefits here:
https://www.slc.gov/hr/benefits-and-wellness/
.

IMPORTANT: Early application submittal is encouraged. This position will close on Wednesday, November 13, 2024 at 11:59 p.m.

Key Responsibilities:
Establishes the strategic and technological direction for the City Recorder’s Office regarding Citywide records and data management, storage impact, public notice and retrieval of information and records, with an emphasis on transparency, public access, and privacy considerations.
Responsible for recording, preparing and making available minutes of public bodies of Salt Lake City meetings as required. Trains other City entities to record and prepare minutes, centralizing the audio, meeting, and minute records into the permanent City repository. Trains and supports public body entities within Salt Lake City in posting as required by law.
Moderates the centralized process of recordings and open meeting act applicable activity by City boards/commissions.
Ensures municipal elections are run according to Utah State law Title 10 and Title 20A of Utah Code and Salt Lake City Title 2.46 and 2.68. Keeps all official notices and documents for regular and special elections. Negotiates election contracts. Reports to the City Administration and City Council regarding election budgetary needs and options. Presents the official election canvass for acceptance by the City Council and the Mayor and publishes final election results.
Countersigns and maintains the repository of all agreements and contracts, Industrial Revenue Bonds, and official documents and provides a monthly report for publication.
Coordinates publication of formal City Council notices and coordinates the development and mailing of City departmental notifications, notices and public communication, including those of the Special Assessment Areas.
Notifies the Administration of formal City Council requests and actions.
Builds technical processes and related procedures for the implementation of policies (delegation of authority, executive policy subcommittee, authorized signer, oaths, etc.).
Facilitates the transmission of materials for formal action between the branches of City government.
Directs staff in the performance of all activities within the City Recorder’s Office including, but not limited to transcription, +distribution, and storage of the minutes and associated records and notices from City Council meetings and agendas, technological tracking and distribution of Council meeting minutes, city ordinances, and other contractual documents.
Oversees the publication of official notices. Acts as a resource to assist in resolution of problems.
Evaluates staff performance and oversees the hiring, training, counseling, discipline and termination of employees in the Recorder’s Office.
Responsible for the Recorder’s Office budget.
Directs the preparation and adjustments to the annual budget document on behalf of the Recorder’s Office.
Performs other duties as assigned.
Minimum Qualifications:
Bachelor’s degree in Public Administration, Business Administration, Records Management or a closely related field and four (4) years progressively responsible experience in the legal reporting, electronic filing and retrieval, distribution of legislative documents and decisions, and provision of public notice. Experience must include one year of supervising professional staff in the performance of such duties and current expertise regarding the Government Records Access Management Act (GRAMA). Related experience and education may be substituted one for the other on a year for year basis, but candidates must have a minimum of three years progressively responsible experience in the legal reporting, electronic filing and retrieval, and distribution of legislative documents and decisions, including one year supervising a professional records staff.
Strong working knowledge of records maintenance technologies and the legal requirements for the development, distribution and retention of official legislative documents.
Ability to establish and maintain effective working relationships with elected officials, department heads, employees and the public.
Ability to communicate orally and particularly in writing, the actions of City Council, City Administrators to other city departments, the public and others who utilized the services of the Recorder’s Office.
Desired Qualifications:
Current Certified Municipal Clerk or Master Municipal Clerk certification through the International Institute of Municipal Clerks or ability to obtain such certification within 3-4 years of hire.
Membership in a leading association regarding records (ARMA, IRMA, NAGARA) or clerks association (UMCA, IIMC, GSLCRA).
Knowledge of current technologies; the procedures, tools, and methods currently used for Municipal Recorders.
Ability to demonstrate an advanced working knowledge of the current state of Municipal Recorders industry; current best practices to advance efficiency and effectiveness.
Demonstrated knowledge and ability related to the process of public notification including public notices, advertising and communication strategies.
Ability to identify and research best practices and trends for Municipal Recorders related to long term objectives.
Experience in project management where the primary responsibility has been to develop a plan for the implementation and successful completion of short- and medium-term objectives in support of the long-term goals.
Must possess skills related to flexibility and adaptability of processes in order to be a change agent in the implementation and advancement of procedures, methodologies, tools and technologies to streamline processes related to Municipal Recorders.
Working Conditions:
Light physical effort. Comfortable working positions. Handling light weights, intermittent sitting, standing and walking.
Considerable exposure to stress as a result of human behavior, frequent deadlines, and the general demands of the job.

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified.

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

Offers of employment are contingent on successful completion of a criminal background check in accordance with City policy and applicable law. Criminal offenses will be reviewed on a case-by-case basis and do not automatically disqualify a candidate from City employment.
Position Type:
Full-time
Department:
Attorney’s Office
Full Time/Part Time:
Full time
Scheduled Hours:
40