Minutes And Records Clerk

Position Title:

Minutes And Records Clerk

Job Description:

Under the direction of the City Recorder the Minutes & Records Clerk performs a variety of technical and clerical support functions to collect, record, track, manage and provide accessibility to all official City records, legislative actions, and executive actions. Tasks may include, writing or editing of web copy, contract processing or other-related tasks, digital file access development, posting notices, attending legislative or administrative public body meetings for a variety of task fulfillment, including minutes, Open & Public Meeting Act adherence and responsibly managing confidential material. Incumbents in this position are fluent in the Recorder’s Office general operations and are expected to cross-train and function in various assignments/areas as need and demand dictates.

Position requires an understanding of complex record retention requirements and systems ability to capture legislative discussions and concepts into concise terminology, a capacity to manage multiple projects or tasks, and an ability to pay close attention to legislative and legal record details. This position may perform some or all duties listed below in the typical duties section.

This position is eligible for full city benefits, including:

• Health Insurance
• Dental, Vision and Life Insurance
• Paid vacation and personal leave
• 6-12 weeks of paid parental leave available
• 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

TYPICAL DUTIES:

• Attends City Council, RDA and other meetings as assigned. Meetings may be held digitally, off-site or in the anchor location at a City building and prepares official minutes ensuring the technical accuracy of the Entity’s recorded actions.
• Tracks and processes all paperwork associated with Council and RDA actions including ordinances, resolutions, supporting legal documents.
• Converts agendas and minutes to the City’s computerized formats for distribution and access on City intra and internet sites. 
• Utilizes computerized tracking systems, to monitor progress or coordinate with designated staff for future action on Council items that are carried forward. 
• Routes correctly the Council legislation to the repository and the codifier as needed.
• Maintains, proofreads, and updates content for Salt Lake City Recorder’s office websites. Ensuring information is transparent and accessible for the public.
• Assists with the contract routing process and required scanning
• Reviews and builds/document metadata in designated Recorder repository
• Completes research to obtain archived records from in-office, digital or off-site storage records.
• Ensures the timely and accurate publication of ordinances, resolutions, public hearing issues and dates, and other required legal notices; working closely with newspaper personnel to obtain, review and authorize postings for City requirements to fulfill newspaper publication deadlines. 
• May serve as a backup for vouchers and requisitions election support, and GRAMA requests. and digital record development when necessary.
• Receives and issues legal documents for the Recorder’s Office as required by Utah State Code.  Provides front counter assistance in researching City records for the general public and City department personnel.  Provides information and referrals as well as reviews written document requests for completeness. 
• Coordinate and arrange for the Oath of Office and Outgoing Meetings and Receptions for City Elected Officials who are elected every two years or who may be appointed to fill a vacant Council seat.
• Experience with event planning activities and ability to coordinate with an identified committee for the transition of elected officials.
• May assist with the development of records management practices for various departments of the City.
• Performs other duties as assigned.
   

MINIMUM QUALIFICATIONS:

• High school graduation or GED equivalent and one year experience performing related office tasks, records research, or record-keeping duties.  Directly related experience and education may be substituted one for the other on a year-for-year basis.
• Possession or ability to become a Utah State Notary Public within three months of hire.
• Ability to accurately record and transcribe legislative actions, ability to capture legislative discussions and concepts into concise terminology. 
• Knowledge of and experience with parliamentary procedures and application to the transcription of official, recorded meetings.
• Demonstrated ability to utilize a personal computer and various software applications, including MS Office products, Internet, and general office software. Knowledge of PrimeGov, Laserfiche or Adobe is recommended.
• Ability to establish and maintain confidence, trust, and effective working rela­tionships with the general public, elected officials, other department heads, employees, and officials of other jurisdictions.
• Ability to make independent decisions in accordance with laws, ordinances, regulations and city policies.
• Ability to lift and transport records (40-50 lbs.) to meetings, or storage facilities.
• Ability to operate various standard office equipment and other specified technical equipment.
   

DESIRED QUALIFICATIONS:

• Experience with multi-layered, electronically indexed records maintenance systems.
• Experience with proficiency in summarizing content for reports or meeting minutes.
• Experience with event planning
• Working knowledge of project management software (Asana), Laserfiche, Microsoft Office Professional products, i.e., Excel, Word, Access, Outlook.  Also, working knowledge of an imaging system.  Excellent customer service and verbal and written communication skills.  Ability to take directions and work independently.  Knowledge of records management and basic office filing desirable.

WORKING CONDITIONS:

• Generally comfortable working conditions.  Intermittent sitting, standing, walking.  Occasional exposure to warehouse/storage facility locations and elements.  Occasional lifting and transporting of materials, 40-50 lbs.
• Irregular working hours as needed to attend and record various Entity meetings and election processes.
• Exposure to stress as a result of human behavior, Council deadlines and the demands of the position.
• Frequent, prolonged exposure to computer terminal display screens.

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.

POSITION TYPE

Full-Time

POSITION SALARY RANGE

$22.93 - $39.64

DEPARTMENT

Attorney Office

Full Time/Part Time:

Full time

Scheduled Hours:

40