Deputy City Recorder

The City of Bend is currently accepting applications for one (1) regular, full-time Deputy City Recorder. This is a non-represented and FLSA non-exempt (overtime eligible) position.

To be considered for this position, applicants must have a complete application that includes all of the following items:

• The online application via NeoGov (access also available on City of Bend website under Human Resources/Job Openings)
• Attached formal Cover Letter (required)
• Attached formal Resume (required)
• Attached valid Credentials, Certifications and Licensing (if applicable)

Essential Functions Include:
The information provided below encompasses the essential functions and capabilities linked with this position.
Duties and Responsibilities
The individual in this position is expected to engage in the following work-related activities.

• With oversight by the City Recorder, monitors and responds to complex information and record requests which includes reviewing and redacting records that contain confidential information protected by attorney client privilege and/or not subject to disclosure, research related data and information; explains and interprets information related to public records processes and procedures.
• Assists with coordination of agenda packets for City Council meetings. Prepare meeting minutes. Issue public notices. Attend and record Council proceedings. Publish Council meeting information to the city’s website. Process Council documents after meetings. Serve as the “super user” for agenda management software and virtual meeting software.
• Assists City Recorder in providing support to the City Council, which may include coordinating meeting logistics and documents, travel and events, monitoring communication, and coordinating responses to community member inquiries.
• Participates with the City Recorder in developing, implementing, and administering the Citywide records management program according to regulations and records retention procedures. Prepares documents for storage, maintains logs, enters and retrieves data, provides training to City staff on records management and coordinating records destruction.
• Manages the recruitment and appointment process for Council appointed Advisory Boards, Committees and Commissions: monitors vacancies, advertises positions, coordinates applications and appointments with elected officials and other stakeholders, schedules interviews, etc. Maintains information on the website.
• Assists with coordination and attends City Council and related meetings and special functions, which may occur in the evenings, including but not limited to arranging catering, purchasing supplies, and meeting organizing, set up and clean up.
• Prepares and distributes notices, secures publishing and posting of legal notices and maintains follow up documentation.
• Attends and coordinates City Council meetings in the City Recorders absence, including City Council Executive Sessions, which are used to discuss confidential topics, including but not limited to labor negotiations. Uses political acumen to tactfully navigate interactions with elected officials, board members, media, and the public.
• When needed, serves as the backup to City Recorder to administer Oath of Offices for Municipal Judges and elected/appointed officials. Also includes fulfilling the back-up role as Elections Officer to manage the administration of the election process in coordination with the Deschutes County Clerk in the City Recorder’s absence. May receive and review election filing forms from candidates or petitioners.
• In coordination with the City Recorder, maintains custody of official records and archives of the City including ordinances, resolutions, proclamations, contracts, agreements, deeds, leases, insurance documents and minutes. Also maintains and updates official Charter, codes, and policies.
• Conducts research, and prepares data and background material as necessary. Searches, prepares and composes letters, reports, notifications, documents, memos and other material of important and confidential nature.
• Effectively interacts, assists and responds to public inquiries and complaints concerning programs, policies, and procedures from email, phone and in-person.
• Assists with reception duties in the City Manager’s Office as needed, including performing various administrative duties: answering phones, assisting public and staff, coordinating and arranging meetings and preparing materials as required.
• Receives the public and answers questions, responds to inquiries from staff, community members and others and refers when necessary to appropriate persons.
• Composes, types, and edits documents requiring independent judgment as to content accuracy and completeness.
• Provides Notary Public services for city records.
• Attendance of City Council and Board and Committee meetings that occur in the evenings required.
• Attends seminars and workshops related to City Recorder’s duties and responsibilities.
• In an emergency event or an officially declared State of Emergency, responds as directed to ensure the restoration of essential public services, facilities, and infrastructure.
• Performs related duties as necessary to achieve the objectives of the position.

Skill Profile
The individual in this position is expected to possess and exhibit the following knowledge, skills, and abilities.

• City government administration, organization, functions, and services.
• Administrative principles, practices, research methods, systems, and operations.
• Laws and regulations governing public meetings, records management, public records, public notices and local elections.
• Practices and principles of public/business administration and decision-making.
• Arithmetic and mathematics principles.
• English grammar, spelling and usage at an advanced level.
• Taking and composing meeting minutes at an expert level.
• Participating on a team focused on high quality results.
• Establishing and maintaining effective working relationships with employees, contractors, other agencies, public officials and the general public.
• Providing excellent internal and external customer service.
• Communicating effectively both orally and in writing with diverse customers, employees, contractors, other agencies, public officials and the general public.
• Utilizing modern office equipment, computer systems and relevant software applications as required for the position.
• Exercise discretion in confidential and sensitive matters.
• Manage a high volume of tasks at one time, including organizing and prioritizing work.
• Data gathering, analysis, and research.

• Attend public meetings outside of normal office hours.
• Excellent finger dexterity with the ability to record the spoken word to a digital document.
• Coordinate, administer and facilitate public meetings.
• Effectively communicate with others verbally and in writing, including by phone, e-mail, or in person.
• Understand, remember, communicate, and apply complex oral and/or written instructions and factual information.
• Remain in a stationary position (sitting or standing) for extended periods of time, occasionally stand, walk, stoop or kneel for extended periods of time.
• Exert up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects.
• Maintain sustained concentration on computer screens and use keyboards and a variety of peripherals.
• Work is generally performed in an office setting with occasional travel required to off-site locations.

• High School Diploma or General Equivalency Diploma (GED) or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities as outlined in this job description.
• 2 to 3 years’ experience in a similar position and/or performing similar tasks.

• Public Notary Designation within 30 days of hire.
• A valid state driver’s license may be required for certain positions.

• Certified Municipal Clerk designation.
• Associate’s degree or higher.
• 4 to 5 year’s experience working in a public agency required to adhere to public records laws and regulations.

Diversity & Equal Opportunity Employer Statement

The City of Bend is committed to fostering, cultivating and preserving a culture of diversity and inclusion. At the City of Bend, we don't just accept differences; we value them. We are proud to be an Equal Opportunity Employer and support the Americans with Disabilities Amendments Act (ADAAA) and the Oregon Equal Pay Act.

• AFLAC Supplemental Insurance (various plans are offered)
• MASA ground and air ambulance membership
• 457(b) Deferred Compensation Plans sponsored by Nationwide Retirement Solutions & Mission Square Retirement