City Recorder (City Clerk)

General Description Are you ready to drive efficiency and streamline operations? Join our team as the City Recorder and make a significant impact on the Albany community! In this role, you’ll manage agendas and produce clear, action-oriented minutes. You'll benefit from professional growth opportunities with support for training, classes, and conferences, including assistance in pursuing or maintaining a Certified Municipal Clerk designation. As the Records Officer and Elections Official, you’ll ensure precise documentation of city government activities and offer guidance to the Citizen Advisory Group (CAG) and staff. Your responsibilities will include overseeing all City Clerk functions, such as public records access, archiving, elections, and legislative services. You’ll also coordinate with City departments, officials, and the public, while providing high-level administrative support to the city manager, city attorney, Executive Leadership Team, and city council. What to Expect: Our goal is to have our successful candidate shadow and train alongside our current City Clerk for a short time before their retirement, with a target start date of November 16. You’ll benefit from our comprehensive, well-documented processes that will help you quickly take charge and enhance the role. With a solid foundation already established, including the adoption of digital record-keeping software, your primary focus will be on enhancing and streamlining our agenda production and management. About Our Team: We’re dedicated to our work, but we never forget to enjoy ourselves along the way. Our team thrives on humor, fun, and camaraderie, with a supportive culture designed to help everyone excel. We maintain a strong structure for positive council and staff relations, all while focusing on supporting the Albany community. We take pride in our strong working relationships across departments and our commitment to a collaborative, engaging work environment. To learn more about the City of Albany and what we offer, visit: Careers at City of Albany, Oregon (albanyoregon.gov) If you're excited to contribute to a dynamic team, enhance your professional skills, and play a key role in serving our community, we invite you to apply as our next City Recorder! Benefits include: Excellent medical, vision and dental (Download PDF reader) (Download PDF reader) (Download PDF reader) benefit package for the employee and qualified family members with low monthly out-of-pocket cost (Download PDF reader) (Download PDF reader) (Download PDF reader). Employee-paid premium is approx. $51/mo. for employee-only coverage up to a max of $147/mo. for family coverage. City-paid contribution to a VEBA Trust account for out-of-pocket healthcare expenses. Currently, the annual contribution is $1,000 for employee-only and $2,000 for employee plus dependent(s). Paid time off – Fronted sick and vacation leave may be considered upon hire 10 paid holidays plus an additional 24 hours of "floating holiday" pay per year 8 hours of sick leave per month 8 hours of vacation leave per month, with progressive increases 80 hours of professional leave fronted July 1 each year (will be prorated and frontloaded upon hire) Excellent retirement benefits - City-paid participation in the Oregon Public Employee Retirement System (OPSRP and City pays 6% IAP contribution) City-paid 2% contribution into pre-tax deferred compensation plan In addition, other benefits such as job-related college tuition and book reimbursement, employee assistance program, basic life insurance, short-term disability, long-term disability, and flexible spending accounts for healthcare and child care expenses. Essential Functions/Duties & Responsibilities The duties listed are intended only as illustrative examples of the various types of work that may be performed by individuals in this classification. Any of the following duties may be performed. These examples are not necessarily performed by all incumbents and do not include all specific essential functions and responsibilities the incumbent may be expected to perform. Effectively supervises assigned employees which includes scheduling and assigning work; mentoring, coaching, and training; developing work plans and reviewing work for completion; evaluating performance and providing necessary feedback to employee; setting work standards; imposing or effectively recommending necessary disciplinary action; responding to grievances; and making or effectively recommending hiring and termination decisions. Oversees production and distribution of city council meeting materials including resolutions, ordinances, public notices, public hearing documentation, meeting agendas, and minutes. Monitors noticing compliance with public meetings law. Provides editorial review when needed. Oversees correct archiving of records related to public meetings. Attends city council, budget committee, and other meetings as assigned and produces high-quality written minutes that comply with state requirements. Assists other City minutes-takers with training, editorial review, and support. Serves as custodian of executive session and other confidential materials. Serves as the state-designated Records Officer. Oversees the City’s records information management (RIM) program including training RIM Coordinators and other City employees. Oversees production and implementation of formal records management policies and procedures to ensure that the City’s records are managed in compliance with state law and best practices. Maintains documentation of compliance, including inventories, schedules, retention and destruction of records. Assists staff with best-practices and solutions for complex records issues. Maintains the City’s body of law (resolutions and ordinances) for accuracy and consistency, and to maximize access to and safety of the records. Assists in the preparation of ordinances and resolutions as requested. Oversees the processing, tracking, fulfillment, and delivery of public records requests in compliance with state law. Coordinates requests that involve multiple departments. Completes complex public records requests. Assists the city attorney with formal denials of public records requests and legal discovery. Serves as the state-designated Election Official, ensuring the timely and legal completion of election notices, filings, instruments, oaths, canvasses, calendars, and documentation of all elections (candidate, initiative petition, referral, and recall). Creates city election documents and interprets state law as it coordinates with Charter and AMC election provisions. Coordinates and produces budget committee meeting materials for City and Albany Revitalization Agency including public notices, agendas, archive materials, resolutions, and minutes. Monitors noticing compliance and adherence to ORS and OAR budget-specific public meetings and public hearing laws. Performs audits of document directories in preparation for annual outside audit. Oversees and performs the recording of City documents such as property documents, annexations, budget and tax filings with other governing bodies according to their individual requirements. Oversees codification of the Albany Municipal Code. Manages annual review of the Charter and municipal code and facilitates amendments as appropriate based on staff preference, council interest, and election opportunities. Serves as state-designated Jurisdictional Contact for Oregon Government Ethics Commission for the City’s required Statement of Economic Interest filers. Performs attestations and notarizations on legal documents and other records requiring such certification; seals and attests by signature to ordinances, resolutions, property-related documents, and other City records. Delivers oaths of office for councilors and other sworn positions. Serves as custodian of the City seal. Provides recommendations to and seeks confirmation from the city attorney in applying provisions of the Charter, municipal code, and state law to public records, public meetings, instruments, and other governance issues. Provides guidance on Oregon Revised Statute as it relates to ethics, public meetings, public records, and other local government activities. Monitors pending legislation related to public records, public meetings, and election law. Provides complex administrative support to the city manager, city attorney, the City’s Executive Leadership Team, and the city council. Accepts claims for damages and other legal papers served on the City. Sets standards and provides professional and legal guidance to Citizen Advisory Group staff contacts on meeting procedures and the production, distribution, and archiving of public meetings documents. Creates and distributes process documents on a variety of subjects for administrative staff. Process documents offer step-by-step guidance to complex procedures, define adherence to law and best practices, and ensure that the City’s departments present consistent and legally compliant instruments, notices, and documents. Provides parliamentary guidance to the city council, citizen advisory groups, and City staff by interpreting and applying complex meeting procedures and voting rules in the Charter, municipal code, and Robert’s Rules of Order. Performs complex evaluation of property-related projects or activities requiring coordination with local and state government agencies such as annexations and ward boundaries. Assists with the annual state revenue process and property tax-exempt status process. Gathers, interprets, and prepares data for studies, reports, and recommendations; coordinates activities with other departments and agencies as needed. Communicates official plans, policies, and procedures to staff and the public. Provides professional advice and makes presentations to directors, supervisors, and the council. Attends seminars and workshops related to city recorder duties and responsibilities. Represents the City of Albany by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor. Regards everyone, internal and external, as a customer and deliver the best service possible in a respectful and patient manner. Serves as a member of various City committees as assigned. Assists other staff in the performance of their duties as assigned; and may provide training and orientation to newly assigned personnel. Maintains regular job attendance and adherence to working hours. Operates a motor vehicle safely and legally. Performs other related duties as required/assigned. Leadership Creates a high-performance work culture by demonstrating a positive attitude and modeling the City’s mission, vision, and values. Demonstrates, promotes, and develops leadership, management, and technical skills for self and other employees. Conducts self with high integrity, proactive in conserving City resources, and seeks and incorporates customer feedback for continuous improvement of operations. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service. Supervision/Lead Work Exercised This is a supervisory position. Individuals in this classification are responsible for supervising assigned employees which includes scheduling and assigning work; mentoring, coaching, and training; developing work plans and reviewing work for completion; evaluating performance and providing necessary feedback to employee; setting work standards; imposing or effectively recommending necessary disciplinary action; responding to grievances; and making or effectively recommending hiring and termination decisions. Qualifications & Requirements Education and Experience: A bachelor’s degree in business management, public administration or a closely related field AND Two years of progressively responsible experience related to records management including a minimum of one year of direct supervisory or lead worker responsibility OR An equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities and demonstrates the ability to perform the essential functions. Certifications, Licenses, and Special Requirements Must be bondable. Must have Oregon notary public certification within six months of hire. Possession of or ability to obtain a valid Oregon driver’s license and a driving record that meets the City’s driving standards at time of job placement. Possession of the Certified Municipal Clerk designation preferred. Experience with agenda management or project management software preferred. Knowledge, Skills, and Abilities Extensive knowledge of: Records management principles and best practices. State laws pertaining to elections, ethics, public meetings, and municipal records management. Albany Charter and municipal code. Office practices and procedures. General knowledge of the principles and practices of modern public administration. Skill in: Interpersonal communication, problem solving, and organization. Maintaining multiple complex organizational systems and processes. Presenting both oral and written information in a clear, professional manner. Using technology to maximize productivity and efficiencies. Using tact, initiative, and independent judgement within general policy, procedural, and legal guidelines in dealing with confidential and/or sensitive issues. Supervising, directing, coaching and training staff, resolving personnel conflicts, and effectively coordinating the activities of others. Ability to: Accurately record and maintain records. Make independent decisions to follow laws and meet deadlines. Communicate effectively verbally and in writing, understand and carry out written and oral instructions, and use active listening skills. Establish and maintain effective working relationships with the city manager, directors, city council, elected and appointed officials, representatives of other governing bodies, City staff, and the public. Remain impartial and exercise discretion and judgement in dealing with sensitive, confidential, and legally exempt information. Work independently and as part of a team. Analyze internal procedures and processes to create efficiencies; interpret applicable codes, laws, and regulations. Manage time effectively, prioritize multiple competing tasks, and manage a large workload with frequent interruptions. Problem solve and review and produce information to develop and evaluate options and implement solutions. Effectively use listed office equipment and computer software. Work Environment In the performance of the job duties, the employee will be working in an office environment under usual office working conditions. Work may also be performed in meeting settings in offices, conference rooms, and public spaces. The noise level in the work area is typical of most office environments, with telephones, personal interruptions, and background noises. This position is required to work evenings (four evenings per month, on average) and may be required to work weekends. Physical Demands The factors described herein are representative of, but not all-inclusive of, those that must be met by an individual to successfully perform the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Detailed information may be available in a supplemental Job Task Analysis document. The work is light work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required: Balancing: sufficient to maintain body equilibrium to prevent falling while walking or standing. The amount of balancing does not exceed that needed for ordinary locomotion and maintenance of body equilibrium. Climbing: sufficient to ascend or descend light duty, multi-step stepstools and stairs, using feet and legs and/or hands and arms. Crawling: sufficient to move about on hands and knees or hands and feet. Crouching: sufficient to bend the body downward and forward by bending leg and spine. Feeling: sufficient to perceive attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips. Fingering: sufficient to pick, pinch, type, or otherwise work, primarily with fingers rather than with the whole hand as in handling. Grasping: sufficient to apply pressure to an object with the fingers and palm. Handling: sufficient to pick, hold, or otherwise work, primarily with the whole hand. Hearing: sufficient to perceive the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound. Kneeling: sufficient to bend legs at knee to come to a rest on knee or knees. Lifting: sufficient to raise objects from a lower to a higher position or moving objects horizontally from position-to-position. Mental Acuity: sufficient to make rational decisions through sound logic and deductive processes. Pulling: sufficient to use upper extremities to exert force in order to draw, haul, or tug objects in a sustained motion. Pushing: sufficient to use upper extremities to press against something with steady force in order to thrust forward, downward or outward. Reaching: sufficient to extend hand(s) and arm(s) in any direction. Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers. Speaking: sufficient to express or exchange ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely. Standing: sufficient to maintain body equilibrium, potentially for sustained periods of time. Stooping: sufficient to bend body downward and forward by bending spine at the waist. Requires full motion of the lower extremities and back muscles. Talking: sufficient to express or exchange ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. Visual Acuity: sufficient to observe violations of codes, to effectively operate standard office equipment; ability to read and write reports, correspondence, instructions, drawings, etc. Walking: sufficient to move about on foot to accomplish tasks, potentially for long distances, or move from one work site to another. TOOLS & EQUIPMENT USED In the performance of job duties, the employee will use a computer and various software programs including Microsoft 365 applications, agenda management systems, and virtual meeting software (e.g., Zoom and Microsoft Teams); motor vehicle; phone; copier/scanner; laptop and/or tablet; audio equipment; and other related tools and equipment. Safety Equipment: Develops safe work habits and contributes to the safety of self, coworkers, and the public.