CITY RECORDER
Group: City of Dayton
Location: Dayton, OR
Salary Range: $25.13 to $36.89 per/hour; depending upon qualifications
Deadline Information: Open until filled
Deadline Date: 07/17/2023
Posted Date: 06/14/2023
Website: http://www.daytonoregon.gov
Contact Information for Applicants
Rochelle Roaden
rroaden@daytonoregon.gov
503-864-2221
CITY OF DAYTON
City Recorder
Job Title: City Recorder
FTE: 1.0
Department: Administration
Reports to: City Manager
FLSA Status: Exempt
Date Developed: July 2006
Date Revised: June 12, 2023
HOURLY RATE: $25.13 to $36.89 per/hour; depending upon qualifications
HOURS OF WORK: 40 hours per week; occasional evening meetings and events.
GENERAL STATEMENT OF DUTIES: Performs a variety of administrative and other skilled and technical work as the Recorder, Clerk of the City Council, Assistant to the City Manager and the Tourism & Economic Development Director, Assistant to the Budget Officer, Records Custodian, Elections Officer, and Planning Coordinator for the City of Dayton.
SUPERVISION RECEIVED: Works under the general supervision of the City Manager.
TYPICAL EXAMPLES OF WORK: Including, but not limited to, the following:
Essential Duties and Responsibilities:
• Provides administrative and operational support to the City Manager.
• Serve as a member of the City’s Management Team by providing information, recommendations, and support regarding operations, assisting in decision making
processes as related to other facets of municipal government.
• Respond to questions, provide technical assistance, and resolve problems that arise and make decisions within established policy guidelines. Receive and resolve
citizen complaints.
• Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly with other City
staff to provide quality seamless customer service. The incumbent shall always demonstrate cooperative behavior with colleagues and supervisor.
Administrative Duties:
• Performs other complex administrative work as directed by the City Manager and as the City’s needs dictate.
• Performs administrative work as directed by the Tourism & Economic Development Director.
• Manages OLCC licenses, maintains records, reports to City Manager for approval, provides documentation to City Council.
• Maintains Holiday and Out of Office Calendars.
• Coordinates all City printing, including business cards, name plates and tags, event signs and banners, and employee apparel.
• Opens and distributes all City mail and emails.
• City event support.
• Assists City Manager with staff hiring process, advertising job openings, candidate correspondence, scheduling interviews, new employee processing, and
employee equipment distribution.
Clerk of the City Council:
• Assembles and finalizes City Council and assigned commission/committee meeting packets and agendas.
• Advertises meetings and arranges for publication of notices.
• Attends City Council and other commissions/committee meetings as required.
• Maintains attendance records, takes notes and prepares meeting minutes.
• Prepares and sets up meeting room and provides refreshments.
• Assists City Manager with ordinances and resolutions.
• Codifies City ordinances and resolutions and maintains records.
• Special events and meetings.
Planning Coordinator
• Serve as the Planning Coordinator.
• Aids the Public on Dayton Land Use and Planning Codes.
• Aids the City Planner and the Planning Commission.
o Schedules Customer appointments to City Planner’s Calendar.
o Attends Planning Commission meetings and other meetings as required.
o Advertises meetings and arranges for publication of notices.
o Maintains attendance records, takes notes and prepares meeting minutes and agendas.
o Maintains records according to public meeting and record retention laws.
o Provides additional assistance as needs.
• Serves as TMDL Coordinator for annual reporting to DEQ.
Assistant to the Budget Officer:
• Responsible for the assembly of the yearly budget with all necessary documents.
• Attends all budget hearings and prepares written minutes.
• Serves as Budget Committee secretary.
• Assists the Budget Officer (City Manager) in preparing the yearly budget.
• Works with the Accountant to complete budgetary reports required by other government agencies.
Elections Officer:
• Coordinates measures for City Elections.
• Prepares and processes all documentation for City elective offices.
• Prepares documents and publication for Tax Levies requiring a vote of the people.
• Prepares and finalizes all resolutions and election certificates as appropriate.
• Monitors and tracks Council/committee term expiration dates, etc, and prepares required notices.
Records Custodian:
• Maintains all records of the City.
• Ensures proper maintenance, storage, and destruction of official City records and public documents.
• Records and stores all legal documents and various City records.
• Processes annexation documentation for State agencies and the County Assessor’s Office.
General Duties:
• Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, and data processing.
• Provides Notary Public services.
• Other duties and special projects as assigned.
NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES: The following knowledge, skills and abilities must be possessed, or the individual must be able to quickly obtain the knowledge, skills and abilities necessary to perform the essential functions of the job, with or without reasonable accommodation.
Knowledge of:
- Knowledge of local government procedures and processes, public administration, social media, research methodology, proper minute taking techniques,
contemporary office practices and procedures, advanced office software, practices and principles of records management, and laws and regulations governing
public records.
Abilities:
- Ability to self-motivate to a high level and maintain motivation.
- Excellent time management skills with ability to multi-task.
- Make decisions independently in accordance with established policy.
- Maintain confidentiality regarding organizational and department records and information.
- Organize and plan own work schedule to meet often changing workflow demands in timely and efficient manner.
- Demonstrate well developed personal qualities of persuasion, patience, perseverance, thoroughness, firmness, flexibility, and understanding.
- Performs and completes new and recurring tasks with little supervision.
- Effectively communicate and work harmoniously with the public, business community, county, state, and federal agencies, and contacts, elected officials,
coworkers, and the City Manager.
- Work under pressure and handle stressful situations tactfully, and to mentally handle verbal abuse from the public.
- Comfortable with learning new software applications.
MANDATORY MINIMUM QUALIFICATIONS:
• Any equivalent combination of education and experience that provides the applicant with the knowledge, skills, and abilities required to perform the duties as
described.
• Previous experience in a municipal office environment in which individual was responsible for at least some of the elements of responsibilities associated with a
City Recorder.
DESIRABLE QUALIFICATIONS:
• CMC designation from the International Institute of Municipal Clerks at time of hire
• B.A. or B.S. from an accredited college
• 5 years local government experience
• Bilingual – Spanish