Deputy City Recorder

Discover Medford: Employment, Applicant Support, and Benefits within Our Vibrant City   The City of Medford is seeking a highly organized, service-minded professional to join the City Manager's Office as Deputy City Recorder. This role is an excellent opportunity for someone who thrives in a busy, collaborative environment and enjoys work that supports local government at its core. The Deputy City Recorder provides essential administrative and records support for the Mayor, City Council, and City Manager's Office, while assisting with public meetings, boards and commissions, official City records, and other key functions. If you bring strong administrative and records management experience, sound judgment, and the ability to keep important work moving with accuracy and professionalism, we invite you to apply! Required Education and Experience High school diploma or GED equivalent; and Four (4) years of administrative and records management experience; and Ability to obtain within 30 days of hire and maintain the Oregon Notary Public certification. Bachelor's degree in administration, public administration, or other specific area of study as deemed applicable may substitute for two (2) years of experience. Preferred Certifications Certified Municipal Clerk (CMC) certification Available Schedule 8 hours daily, Monday - Friday This position is part of the Non-Represented employee group.  Learn more about our benefits HERE.   The anticipated hiring range for the Deputy City Recorder position is $35.15 (first step) to $36.91 or $38.76 (second or third step). The City of Medford determines starting pay based on an evaluation of relevant education, experience, and qualifications as provided by the applicant in their application materials, alongside others who perform work of comparable character consistent with the Oregon Equal Pay Act. Six steps are included in this salary range, allowing opportunity for annual movement through the steps.  Healthcare Benefits Medical, vision and dental benefits for employee and family, paid at 100% by the City with the opportunity to buy-up to a lower deductible plan Life and Accidental Death and Dismemberment insurance - policy value of $50,000 paid by the City Long-term disability insurance provided by the City Health Reimbursement Account (HRA-VEBA) contributions provided by the City Retirement Benefits Oregon Public Employee Retirement System (PERS) lifetime pension after retirement at no cost to employee PERS is 100% fully paid as the City pays both the employer and the employee's (6%) contributions Deferred Compensation retirement plan (Section 457 Plan) for employee's retirement planning Additional Benefits Paid vacation, sick leave, and holidays Employee Assistance Program (EAP) The City's Wellness Program promotes physical, social, emotional, intellectual, financial and environmental wellness with various goals and challenges to participate in throughout the year. Employees may qualify for wellness incentives by completing milestones set within the program up to $200 annually Access to the City's fully equipped fitness center 24/7 Essential Functions of the Position Provides administrative support to the City Manager and Deputy City Manager including calendaring, making and confirming travel arrangements, preparing and editing correspondence, and responding independently to public inquiries regarding a variety of City matters. Provides administrative support to the Mayor and Council including preparing letters, speeches, and proclamations; maintaining meeting and appointment calendars; arranging travel schedules, and processing reimbursements. Effectively interacts, assists, and responds to public inquiries and complaints regarding programs, policies, and procedures via email, telephone, and in-person.  Manages the Boards and Commissions recruitment and appointment process, including advertising vacancies, coordinating applications and appointments with elected officials and stakeholders, scheduling interviews, and maintaining related information on the City's website. Prepares purchase orders, contracts, fund disbursements, and reconciles purchasing card transactions. Completes event planning for City Council meetings, City Manager meetings, and special functions including the Boards and Commissions Awards Luncheon and sister city visits. Duties include arranging catering, purchasing supplies, organizing events, and coordinating setup and cleanup. Serves as payroll liaison for the City Manager's Office including verifying employee's work hours, leave usage, and submits payroll information for timely processing. Manages public meeting room reservations. Responds to public records requests in accordance with applicable Public Records Request Law requirements. Assists with the development, implementation, and maintenance of City records management systems and other official City documents.  Prepares, maintains, scans, stores, and organizes City records documents, files, reports, and correspondence. Prepares and distributes notices; coordinates the publishing and posting of legal notices; performs related filing activities; and maintains follow-up documentation. Attends and coordinates City Council meetings in the absence of the City Recorders. Serves as backup to the City Recorder for administering Oaths of Office for Police personnel, Municipal Judges, and elected or appointed officials Serves as backup Elections Officer and assists with the administration of election processes in coordination with the Jackson County Clerk in the absence of the City Recorder. Conducts research and prepares data and background materials as needed.  Oversees office supplies inventory and equipment maintenance. Completes assigned job duties, special projects, and other related work to support team, department, and City goals while working cooperatively, efficiently, and productively in a team environment. Actively demonstrates high levels of employee engagement, accountability, coachability, and responsibility for personal performance and results.  Demonstrates initiative to incorporate and implement learning principles from informal and formal training, as well as feedback from leaders and coworkers. Assists with budget preparation, reporting, and tracking. May be required to drive to attend off-site meetings and perform work-related errands. The scope of the assigned responsibilities may vary based on departmental structure and at the discretion of the Deputy City Manager or designee. Other Functions of the Position Seeks out and approaches training opportunities with active engagement and curiosity, while learning and exhibiting understanding of City policies, protocols, and performance expectations.  Pursues professional development opportunities to add value to the city, including learning, adopting, and quickly adapting to new techniques, technologies, and industry practices.  Actively demonstrates accountability and responsibility for both work product results and the impact behaviors and decisions may have on the ability of others to do their jobs well.  Receives, interprets, and implements job-related instruction, guidance, coaching, and training (both formal and informal) while progressively improving skills and overall success in performing assigned duties. When issues of poor performance or negative behaviors are raised, incorporate feedback in a constructive manner that demonstrates understanding of the concern and an ability and willingness to achieve the required consistent and sustained improvement.  Performs other duties as assigned to support the overall function of the department and organizational goals. Demonstrates regular, reliable, and punctual attendance. Upholds the values of the organization and has strong customer service orientation. Handles job stress and interacts effectively with others in the workplace. Fosters an environment that embraces diversity, integrity, trust, and respect. Is an integral team player, which involves flexibility, cooperation, and communication. Competencies Communicativeness - Effective performers recognize the essential value of continuous information exchange. They actively seek information from a variety of sources and disseminate it in a variety of ways. They use modern technologies to access and circulate information. They take responsibility for ensuring that their peers and supervisors have the current and accurate information needed for success. Initiative - Effective performers are proactive and act without being prompted. They don't wait to be told what to do or when to do it. They see a need, take responsibility, and act on it. They make things happen. Organization Knowledge - Effective performers understand the workings of the organization. Specifically, they understand the formal and informal policies and structures that govern operations and know the essential technologies at the heart of the business. They know "how the place works". Organizing & Planning - Effective performers have strong organizing and planning skills that allow them to be highly productive and efficient. They manage their time wisely and effectively prioritize multiple competing tasks. They plan, organize, and actively manage meetings for maximum productivity. Team Player - Effective performers are team oriented. They identify with the larger organizational team and their role within it. They share resources, respond to requests from other parts of the organization, and support larger legitimate organizational agendas as more important than local or personal goals. Work Environment & Physical Demands:   Performs work primarily indoors in an office environment with regulated and minimal environmental conditions. This role involves significant time spent sitting at a desk and working on a computer. The noise level is typically medium to moderate. This environment involves frequent interactions with the public, city leadership, and elected officials, and occasionally with individuals who may be experiencing emotional stress. Occasional travel to different City facilities or off-site meeting locations may be required. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This position requires extended periods of sitting, standing, and walking. Must be able to crouch, bend, stoop, twist, turn, and balance. The employee regularly operates various office equipment, including computers, high-volume printers/scanners, and telephones. Significant manual dexterity is required for data entry and digital records management. Good eyesight and hearing are required for accurate transcription of public meetings and effective communication. May occasionally lift and/or carry up to 20 pounds. IMPORTANT (Please read): It is important your application shows all the relevant experience you possess. Applications may be rejected if incomplete. Resumes will not be accepted in lieu of an online application; an application will be considered incomplete with a "see resume" response.   Please complete the application and answer the supplemental questions thoroughly to ensure our subject matter experts can appropriately evaluate your experience as we compare applicants. How to Apply Applications are only accepted online and must be received by the posted closing date/time. Selection procedures and timelines subject to change.   Those selected must be able to provide proof of legal right to work in this country.  Use of AI-Generated Content in Employment Applications Employment with the City of Medford can be competitive, often there are many qualified applicants for each open position. We want to see application materials that reflect an applicant's unique personality and that accurately reflect their experience. The use of AI-generated content to complete employment applications and/or supplemental questions is discouraged and may result in disqualification. Each submission will be verified for originality and authenticity. However, AI tools for grammar checking and resume formatting are permitted.  Hiring will be subject to successful completion of the following Criminal history background investigation Clear drug screen following federal law Professional reference check Questions or Assistance If you have questions about the job posting, please contact the Human Resources department at (541) 774-2014.   For technical assistance completing your online application, please contact Government Jobs at (855) 524-5627.