Deputy Recorder I

***Job Summary***

Under the supervision of the City Recorder, performs various complex administrative and clerical duties related to supporting public bodies, records management, public notices, minutes preparation, municipal elections, and retention compliance with the Open Meetings Act, and related functions established by state statute or local ordinance. The principal staff member responsible for providing customer service and support to the general public and the City of West Haven. Performs accounts payable clerk duties for the City.

***Supervision***

Received: Works under the direct supervision of the City Recorder.

Exercised: None.

***Essential Functions***

• Prepares public notices and agendas for Planning Commission meetings and ensures the preparation and posting of public notices and agendas are consistent with the applicable City and state laws and the Open Meeting Act. Attend all Planning Commission meetings, which occur in the evenings on the 2nd and 4th Wednesdays, and prepare minutes for review and approval; ensure permanent hard copy minutes are maintained, as well as electronic and online access.
• Process checks for accounts payable biweekly.
• Assist in keeping the website up to date.
• File planning and zoning applications.
• Reviews and processes business license applications and renewals.
• Assists in preparing or coordinates the preparation of responses to requests for information consistent with GRAMA law. Performs official notarial acts within the state, including acknowledgments, copy certifications, jurats, and oaths or affirmations.
• Assists City Recorder with Municipal Elections.
• Provides customer service and support to the general public and the City of West Haven by answering and directing phone calls and assisting the public, City officials, and employees who visit City Hall.
• Perform administrative functions, including but not limited to filling and scanning.
• Schedule and coordinate use of City Hall and the Community Center.
• Attendance is an essential function of this position.
• Perform other duties as assigned.
  
  

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**Knowledge, Skills, And Abilities**

Knowledge Of

• Public meeting laws of the State of Utah.
• Utah records retention laws.
• Municipal codes, ordinances, and related statutes applicable to assigned duties.
• Relevant State laws, regulations, and ordinances governing the City. Administrative procedures, State laws, City ordinances, and regulations related to business licenses.
• City government organization, functions, policies, rules, and regulations.
• Accounting principles associated with performing accounts payable.
  
  

Skills In

• Accounting practices and procedures associated with performing the accounts payable function.
• Typing skills and keyboard/mouse skills required. Computer literacy and experience operating CASELLE, Microsoft Office, and spreadsheets. Writing letters, report composition, preparing public notices and minutes, grammar, spelling, and punctuation.
• Interpersonal communication, customer service, and telephone etiquette.
• Basic mathematics.
• Word processing, spreadsheets, desktop publishing programs, and digital and paper filing methods.
  
  

Ability To

• Establish effective working relationships with city staff, city officials, and the public.
• Proofread documents, interact with the public, and perform research.
• Develop reports and documents using Excel and Word.
• Think and act independently with minimum supervision.
• Handling multiple projects with interruptions.
• Prioritizing and organizing workload to meet deadlines.
• Maintain accurat records.
• Communicate effectively both verbally and in writing.
• Addressing citizens' concerns and complaints with civility and tact.
  
  

***Education & Experience***

• High School Diploma or equivalent; AND
• Two (2) years of related customer service experience in a governmental office or related field; OR
• The City may consider any combination of education and experience that would likely enable the individual to successfully perform the essential functions of the position.
  
  

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***Certifications & Licensures***

• A valid Utah driver's license
• Certified Records Officer
• Notary (Preferred)
  
  

***Physical & Mental Demands***

While performing the essential duties of this job, the employee is frequently required to sit, talk, hear, see, drive, stand, and walk. Common eye-hand-finger dexterity is required to perform essential functions associated with using office equipment, including keyboards, computers, fax machines, copy machines, and telephones.

Periodic stooping, reaching, balancing, pushing/pulling, crouching/kneeling, and bending/twisting. required to perform essential duties. Must be able to lift and carry 10 pounds or negligible weights frequently, with occasional exertion of up to 20 pounds associated with performing essential duties.

The position performs in a typical office setting with appropriate climate control. The noise level in the work environment is usually moderately quiet.

Mental application utilizes memory for details, verbal instructions, discernment, and creative problem-solving. Work requires sustained periods of time, maintaining concentrated attention to detail, and emotional stability in dealing with problems and conflicts.

***Special Requirements***

• A twelve-month introductory period is a prerequisite to this position.
• Satisfactory outcome of a pre-employment and drug screening is required.
• Satisfactory outcome of a pre-employment criminal background check is required.
• Irregular work schedule and may require extended hours, including evenings and weekends. Including attendance at Planning Commission meets which occur on the 2^nd^ and 4^th^ Wednesdays of each month.
• Must complete a data privacy training program within 30 days after beginning employment and at least once each calendar year as required by Utah Code 63A-19-401.2.
  
  

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• The above statements describe the general nature and level of work performed by the person(s) assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personne
  
  

l so classified. The approved class specifications are not intended to, and do not, infer or create any employment, compensation, or contract rights for any person or persons. This updated job description supersedes prior descriptions for the same position. Management reserves the right to add or change duties at any time.***

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***West Haven City is an EEO employer. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. ***

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• West Haven City is an "at-will" employer. Employment with the City is entered into voluntarily, and either party can terminate the employment relationship*** **at any time.**