City Recorder

$69,971 - $90,522 yearly
  • City of Eugene
  • Eugene, OR, USA
  • Nov 16, 2021
Full time Clerk/Recorder/Public Records

Job Description

General Statement of Duties

The City Recorder is a central position within the City Manager’s Office, working directly with City staff, the Mayor and City Councilors, and the public.  The City Recorder, as the City’s historian and records custodian, leads the City’s records management program and is responsible for facilitating all City Council meetings, including management of public notices, Council minutes and agendas. The City Recorder also serves as the City’s elections officer, which has both internal and public-facing responsibilities.  This position requires an individual that is self-motivated, detailed and service oriented, with strong organization and communication skills.  

Application Deadline:Sunday, December 5, 2021 5:00 pm PST ONLINE APPLICATIONS ONLY

Department/Division: Central Services/City Manager's Office

Work Location:  101 W 10th Ave Suite 203, Eugene, OR 97401 

Must reside in the state of Oregon and be able to report onsite for work as needed in Eugene, OR to meet business needs. 

Schedule: Monday - Friday, 8:00 AM - 5:00 PM with weekends and evenings per business need 


Supervision Received and Exercised

  • The City Recorder receives general direction from the CMO Director. 
  • Exercises direct supervision over professional, technical and/or clerical staff.

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Calling Eugene Home  
Eugene is located at the southern end of the agriculturally rich Willamette Valley. From here, it is a short jaunt east to the Cascade Mountains, west to the stunning Pacific Ocean coastline, or north to Portland.  We're a small city with unlimited things to do: Downtown Eugene is revitalizing; the Oregon Bach Festival and Eugene Symphony call the Hult Center for the Performing Arts home; you can float the Willamette River and hook a salmon after work in the shadow of downtown; a booming food and beverage economy, including topnotch local craft breweries and wineries in the surrounding countryside, is the foundation of a local restaurant scene; the University of Oregon brings arts, culture, and educational opportunities, as well as championship athletics (Go Ducks!); a nationally-recognized transit system helps you move around the city; and our Gold rating as a Walk- and Bicycle-Friendly Community ensures that safe travel options abound! Known as Track Town USA, the community annually plays host to numerous track and field events at historic Hayward Field, including the IAAF World Championships in 2022! The impact of track and field can be seen beyond the track, with abundant trails coursing through the south hills, along the Willamette River, and through hundreds of acres of city parks. To learn more about Eugene, visit Eugene Cascades and Coast.  
  

The Organization  

The City of Eugene has a Council-Manager form of government. In this form of government, the city council develops legislation and policies to direct the City. The city manager, hired by the city council, provides administrative direction to the organization, oversees City of Eugene personnel and operations, and carries out the city council's direction. The City of Eugene has over 1,500 employees and a $840 million total budget. The City of Eugene is a service-oriented and welcoming organization that provides services through six departments: Central Services, Fire and Emergency Medical Services, Police, Public Works, Planning and Development, and Library, Recreation and Cultural Services. The State of the City video shows how the city is meeting new challenges, learning from one another, building connections, and celebrating our city. The City of Eugene encourages our employees to bring their true selves to work with the knowledge that they are valued and protected.  We embrace all of the identities and cultural legacies that our employees represent and strive to be an inclusionary and safe place to work.  At the City, we learn and grow best as a team of individuals unafraid to use their unique voices to propel us to meet our goals as we serve our community today and into the future.  

As an organization we are focusing on six Core Competencies for employees:  

  • Trust & confidence – Making our intent and actions be transparent and honest while fostering healthy, inclusive relationships, actively listening and maintaining open communications, delivering on our promises, investing in other’s success, and engaging each other and the community  

  • Creative work environment – Exploring meaningful new ideas and relationships to foster innovation and encourage collaboration and creativity. Challenging the standard method of doing business in a positive environment.  

  • Now & later perspective – Looking beyond day to day challenges to better anticipate the future and adjust to change.   

  • Respectful & inclusive work environment – Seeking out a wide range of voices and making each other feel respected and included.  

  • Self-awareness & emotional intelligence – Learning to recognize and understand our own emotions and the emotions of others and recognizing our individual strengths and weakness to raise self-awareness so we can perform better.  

  • Wellbeing - We take care of ourselves and each other. 

Examples of Duties Performed - Duties may include but are not limited to the following

The City Recorder will exercise considerable independent judgement in planning and directing City Recorder’s Office activities. The City Recorder identifies and recommends solutions/alternatives to organizational problems and/or policies. 

  • Responsible for managing and coordinating all City Recorder functions including elections; management of City records and archives; contracts management; domestic partnership registrations; facilitation and management of City Council meetings including management of public notices, Council minutes and agendas; Boards/Committees/Commission recruitment and selection; working directly with City staff, the Mayor and City Councilors, and the public.  
  • Formulates and implements operating policy to facilitate City Recorder functions throughout the city organization.
  • Oversees and performs a variety of highly complex professional technical, analytical and consultative work including analysis, project development and implementation, assessment, evaluation, and recommendations.
  • Develops goals, objectives, policies and budget proposals; consults with managers and supervisors to identify and develop program goals.
  • Conducts analytical studies involving large, diverse and complex structures and functions; conducts and/or oversees studies with considerable impact upon the organization.
  • Plans and organizes assignments in the City Recorder program area to achieve established objectives and time schedules, including assigning work activities, projects and programs; monitoring work flow; reviewing and evaluating work products, methods and procedures; developing methodology and schedules; completing or directing staff in completing assigned or special projects; preparing or overseeing the preparation of final reports and recommendations. May supervise the performance of outside consultants.
  • Reviews work products or activities for adherence and compliance with sound management practice and Federal and State laws and guidelines. Recommends changes, additions or revisions to policies and processes. Reviews complaints and performs effective problem solving.
  • Interprets and provides advice regarding City policies and procedures to Executive Managers, Division Managers and supervisors; recommends solutions to political sensitive situations; interprets complex policies and situations, evaluates and grants exceptions to policies and procedures.
  • Recommends changes in structure, policies, procedures, and methods in the City Recorder program area; proposes strategies for implementing changes; oversees implementation of changes.
  • Serves as liaison and provides assistance to City departments, employees, and the public regarding complex City policies, practices and processes.
  • Responsible for the selection, supervision and evaluation of assigned staff; assigns work and ensures appropriate training is provided; investigates complaints; recommends and administers disciplinary actions; handles sensitive personnel matters and recommends grievance responses; exercises full supervision over employees.
  • Ensures implementation of and adherence to the City's Affirmative Action and diversity work plans. Coordinates the implementation of effective processes and models to produce diversity initiatives. Facilitates staff development on such issues as diversity and creating a respectful working environment.
  • Plans, prioritizes, coordinates, assigns, supervises and reviews the work of professional and technical staff. 
  • Prepares and administers budget for programs and projects; prepares cost estimates for budget recommendations; monitors and controls expenditures.
  • Performs other duties as assigned.

To view detailed information on the duties, knowledge, and abilities that may be expected for this position, please see the classification:  Management Analyst, Senior

Qualifications

Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job. Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. 

We are most interested in finding the best candidate for the job, and that candidate may be one who comes with relevant transferrable skills from a variety of sources and experiences. The City will consider any equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role. 

Knowledge of:
In addition to the knowledge and ability required by the Management Analyst 2, the City Recorder (Management Analyst, Senior) requires the following additional knowledge, skills and abilities:

  • Latest trends and methods in the City Recorder program area.
  • Legal requirements and impacts for all City Recorder functions. 
  • City organizational structures and interrelationships.
  • Principles and practices of program management.
  • Principles and practices of budget preparation and administration.
  • Principles of supervision, training and performance evaluation or professional program/ project leadership.
  • Laws, regulations and ordinances related to municipal elections administration.
  • Laws and regulations governing public meetings.
  • Practices and principles of records management.
  • Laws and regulations governing public records.
  • Public notice laws.
  • Expert knowledge of English grammar, spelling and usage.

Ability to:

  • Independently design and develop specialized programs.
  • Evaluate impact of program decisions upon the organization.
  • Handle various and conflicting work assignments.
  • Work towards creative problem solving involving sensitive situations and issues.
  • Conduct long-range planning for the program area.
  • Establish and maintain effective working relationships with employees, contractors, other agencies, public officials and the general public.
  • Strong ability to communicate effectively both orally and in writing with diverse customers, employees, contractors, other agencies, public officials and the general public. Ability to make presentations.
  • Advanced ability to use general office equipment and technology. 
  • Advanced ability to use electronic and digital records management systems and database software applications. 

MINIMUM REQUIREMENTSAny combination of experience and training that would likely provide the required knowledge and abilities is qualifying.
 
Experience:
Five years of progressively responsible related professional experience in the public sector, including at least two years of supervisory or program management experience.
 
Training:
Equivalent to a Bachelor's degree from an accredited college or university in Public Administration, Business, or a related field. Additional qualifying professional level experience may be substituted for the educational requirement.
 
License/Certification:
Certified municipal clerk designation desirable. Ability to obtain a Certified Municipal Clerk (CMC) designation by the International Institute of Municipal Clerks (IIMC), or Master Municipal Clerk (MMC) within the first two years of employment.
 
This position also requires the following (current or ability to obtain within the first three months of employment):

  • Oregon Notary Public Designation

MUST PASS A CRIMINAL BACKGROUND CHECK  

Supplemental Information

Selection Process: Applicants are screened based upon their relevant knowledge, abilities, skills, experience, and training. The selection process varies according to the position and can include such things as screening of supplemental questionnaires, written or skill tests, ability or fitness tests, interviews, and assessment processes. In addition, background investigations and records checks may be required. Applicants selected to continue in the process will be notified within two-three weeks after the posting deadline. 

 

Some positions also require applicants to have a psychological evaluation and/or physical examination and a drug test prior to employment. Marijuana use is evaluated consistent with current state law regulations.

Current information about the status of a job posting is available by going to www.eugene-or.gov/jobs and selecting "Job Posting Status."

 

The City of Eugene complies with the Americans with Disabilities Act of 1990. Any applicant with a qualified disability under the Americans with Disabilities Act may request accommodation by contacting an employment coordinator at (541) 682-5061.

 

In compliance with the Immigration Reform and Control Act of 1986, the City of Eugene will request all eligible candidates who accept employment with the City to provide documentation to prove they are eligible for employment in the United States.

 

The City of Eugene is committed to a Respectful Work Environment, we value the cultural, educational, and life experiences of each employee. We believe that a diverse workforce enables us to deliver culturally responsive services to all members of our community. As part of our commitment to diversity, equity, and inclusion we desire to welcome, respect, and create a sense of belonging for a wide range of identities and experiences in our workforce.  Women, people with disabilities, and persons of color are strongly encouraged to apply.   


Eligibility List: This posting may also be used to establish an eligibility list of applicants for future vacancies. Candidates that are placed on the eligibility list will be notified via email which will include the duration of the list and how notification of call up will occur.