City Recorder

In an age where most interactions have gone paperless, wireless, and/or people-less, you understand the importance of balancing the real and the virtual worlds. While many may view the skill of record keeping as a lost art, archaic, or downright inconvenient, you recognize it as our last connection to, and the key component of, documenting our history. You welcome the challenge of finding joy in tasks others might find mundane – meeting minutes, archiving, etc. – and strive to educate others on the significance of a true and accurate record of what they have achieved and how it was accomplished. Guiding an organization through a conversion from paper to electronic record keeping intrigues you, and your skill in project management and in building and maintaining relationships make you well equipped for the task. You pride yourself on providing excellent customer service and have learned through your experiences that an unruffled, polite approach is the best approach no matter how contentious the situation.

Is this you? Are you interested in joining an innovative, fun, values-focused organization? Wilsonville is looking for our next exceptional City Recorder to join our team. We are seeking a highly skilled individual with a positive outlook, who demonstrates enthusiasm, and who seeks continuous improvement. Ideal candidates will be detail-oriented, self-aware, and possess outstanding interpersonal and communication skills. This isn’t just an opportunity for your next job. This is an opportunity for a career in an organization that values its most powerful asset – our team.

Submit your application materials today! Please ensure you complete all sections of the application and answer all supplemental questions. A cover letter detailing your interest in this position is required . Do not use “refer to resume” in the application. Additional information regarding this position, including minimum qualifications and essential job functions, can be found below. ________________________________________________________________________
Under the general supervision of the City Manager, plans, organizes, provides, and participates in all City Recorder functions and activities including the custody, access, and archiving of the City’s official records, providing for and responding to requests for public information, election services, and coordinating assigned activities with other City departments, outside agencies, and the public. The City Recorder is responsible for coordinating City Council meetings and agendas, and ensuring compliance with laws governing public meetings, records, and elections.

The City Recorder supports the City’s Executive Team and serves as the Clerk of the City Council, the Budget Committee, and Urban Renewal Agency, Records Manager and City Elections Official. This position is responsible for a variety of highly confidential and sensitive information and requires use of substantial independent judgment. The position is responsible for organizing official proceedings and processes, and developing and maintaining complex records management and retention systems.

Responsibilities:

ESSENTIAL JOB FUNCTIONS

The following tasks are representative and not to be considered all inclusive.

• Serves as Clerk of the Council, attends Council and Urban Renewal Agency, and Budget Committee meetings; records proceedings; assembles public records; drafts or edits minutes that are submitted for Council approval; assures distribution of signed ordinances, resolutions, minutes and other documents approved by Council or the Agency.
• Ensures arrangements are made for all City Council, Urban Renewal Agency, and Budget Committee meetings. Schedules and makes necessary legal notification of all special meetings, executive sessions and public hearings.
• Prepares the City Council and Urban Renewal Agency and Budget Committee agenda packets in coordination with the City Manager and department heads. Advises departments regarding preparation of Council packet documentation; reviews completed agenda reports and oversees distribution to Council and staff. Posts the agenda packets to the City’s website.
• Serves as Election Officer for the City; handles all aspects of City elections including preparing and distributing official notifications, providing information to candidates and campaign committees and ensuring compliance with all city, county, and state rules, regulations and requirements. Coordinates orientation for new members of the City Council.
• Oversees records management, assigns numbers for and maintains indexes on Ordinances, Resolutions, and other documents approved by Council, prepares certified legal copies when necessary. Advises and educates City departments for compliance with requirements of state retention laws.
• Maintains custody and indexing of official minutes, ordinances, and resolutions. Maintains files of official agreements, contracts, petitions, street vacations, easements, deeds and other legal documents.
• Provides City staff and the public with general information about the City Charter, Ordinances, Resolutions and City Council activities, responds to public inquiries and complaints.
• Responds to public records requests in compliance with Oregon Public Records Law and provides public records to citizens, civic organizations, news media, and other public agencies.
• Prepares and files official record for land use actions appealed to the Land Use Board of Appeals.
• May provide executive level support to the City Council, City Manager and other key personnel in the City Manager’s Office.
• Schedules and makes necessary legal notification of all special meetings, executive sessions and public hearings for City Council, Urban Renewal Agency and Budget Committee.
• Signs all official documents including ordinances, resolutions, contracts and other documents as necessary.
• Special project work including research for City Council, City Manager, and other Department Directors.
• Processes liquor license applications or renewal for new and established businesses in Wilsonville.
• Coordinates advertising, appointments, and notifications of board vacancies for all City Boards and Commissions. Maintains roster, terms of office, and contact information for all Boards and Commissions.
• Serves as Oregon Notary Public and as designee to receive legal process service, signs official city documents, including ordinances, resolutions, contracts and other documents as necessary and maintains custody of City Seal, administers oaths to Council upon request.

Coordinate and perform other projects, functions, and tasks, as assigned

Customer Service Standards for Employees

These standards are to ensure the organization is focused on providing high quality service to the public and other employees. Employees are expected to meet these standards as part of their job responsibilities.

Communication

• Acknowledge customers when they enter a city facility by greeting them with a smile and positive tone of voice whether in person, on the phone or in email.
• Gather necessary information to assist the customer. Where possible, handle issues/questions/requests without transferring customer to someone else.
• Seek out answers to questions first; if unsuccessful provide name/contact information of someone who can assist.
• Listen, understand, and clarify to gain in depth understanding of the needs to ensure they are being met.
• Address difficult or contentious issues in a constructive manner.
• Be positive and enthusiastic when speaking with customers.

Respect

• Be courteous and polite.
• Treat customers with dignity and respect.
• Understand customer’s expectations and treat them as a priority.
• Actively listen and give customer undivided attention.
• Appreciate differing perspectives, opinions, and needs.
• Demonstrate integrity and build trust through credibility, reliability, commitment, and ethical behavior.

Responsiveness

• Provide prompt and reliable service.
• Respond to phone/email as soon as possible.
• Follow through in a timely manner on commitments made to customers and provide estimated timeline for completion.
• Change voicemail and email when out of office/unavailable and provide alternate contact person for customers.
• Demonstrate a “can-do” approach.
• Exhibit problem-solving skills leading to sound judgment and quality decisions.

Qualifications:

Education & Experience

Associate’s degree in Management, Business Administration or a closely related field from an accredited school and four (4) years of progressively responsible municipal government administrative experience which includes states laws pertaining to public meetings, municipal records management, election procedures, and municipal court procedures

– OR –

Any equivalent combination of education and experience which provides the knowledge, skills, and abilities to perform the essential functions and responsibilities of the position.

Preference may be given to candidates with a Bachelor’s degree.

Required Certifications/Licenses

• Possess, or ability to obtain within twelve (12) months of hire, basic Certified Municipal Clerk Certification. Master Municipal Clerk Certification preferred.
• Possess, or the ability to obtain within six (6) months of hire, Oregon Notary Public designation.
• Possess a valid driver license.

Knowledge, Skills, & Abilities

• Knowledge of City, state, and federal policy and procedures related to election administration and voter pamphlets.
• Knowledge of municipal government, the organizational structure, the function of various departments, and office management.
• Knowledge of Oregon Revised Statutes and legal requirements for public meetings.
• Knowledge of principles, practices, and procedures of municipal government management, including public meeting laws and Roberts Rules of Order.
• Knowledge of local, state, and federal laws governing municipalities.
• Knowledge of public notice laws.
• Knowledge of safety principles, methods, and procedures.
• Excellent communication skills, both verbally and in writing.
• Skilled in researching and obtaining data necessary to evaluate solutions to complex problems and issues with multiple variables.
• Skilled in reading, analyzing, and interpreting professional and technical journals, reports, and legal documents.
• Skilled in the use of personal computers, including word processing, spreadsheet, and records management software.
• Skilled in taking and transcribing minutes of public meetings.
• Ability to present facts and recommendations to employees, management, elected officials, public groups and boards.
• Ability to establish and maintain effective working relationships with employees, management staff, representatives of governmental and community agencies and maintain professional integrity of sensitive and confidential information.
• Ability to interpret and apply federal, state and local laws, policies, rules and regulations.
• Ability to apply generalized theory to specific situations.
• Ability to prepare complex reports, correspondence, and records.
• Ability to apply and adapt practices and techniques to the meet requirements of management, employees, and changing organizational dynamics.
• Ability to work efficiently to manage projects under deadline pressure and in a significantly lean staffing model while maintaining excellent customer service.
• Ability to prioritize and delegate work, analyze situations, and make recommendations to the City Manager or City Council.

Additional Information:

Work Environment : Job duties are generally performed in an indoor office setting with environmental controls. Work assignments will include evenings.

Physical Requirements : Frequent sitting, continuous talking and hearing both in person and over the phone, frequent keyboarding and repetitive motions of the hands/wrists, occasional walking, reaching, and lifting and/or carrying up to 40 pounds.

Cognitive Functions : The position incumbent works in a fast-paced office environment characterized by deadlines, interruptions, and complex decision making processes. Work is performed with minimal direction and supervision and routinely requires independent judgment. The incumbent must be capable of working effectively with coworkers, members of the public, and elected officials. Concentration and focus are required to complete detail oriented tasks.

Tools/Equipment Used : General office equipment, including but not limited to: computer, printer, telephone, fax machine, and copy machine. Computer software including but not limited to: records management, word-processing, spreadsheet, website, and database programs.