Deputy City Recorder in Grantsville, Utah at GRANTSVILLE CITY CORPORATION

Position Description

Deputy City Recorder

DEPARTMENT: Recorder's Office

POSITION TYPE: Full-Time | Exempt

REPORTS TO: City Recorder

WAGE: $41,600 – $56,160 annually, Depending on Qualifications (DOQ)

Overview:

Performs advanced administrative, legislative, records management, communications, and customer service functions in support of the City Recorder. Serves as the primary coordinator of the day-to-day operations of the Recorder's Office while supporting the City Recorder in fulfilling the department's statutory, administrative, and public communication responsibilities.

The Deputy City Recorder position is established to strengthen continuity of operations within the Recorder's Office, expand organizational capacity, preserve institutional knowledge, enhance public service, and allow the City Recorder to focus on executive-level administrative responsibilities, organizational coordination, and departmental leadership while maintaining statutory oversight of the Recorder's Office.

Primary Responsibilities

Legislative services

• Coordinate City Council and other meeting processes, including agendas, packets, minutes, notices, and meeting logistics.
• Maintain legislative records, ordinances, and resolutions.
• Ensure compliance with Utah Open and Public Meetings Act and statutory publication requirements.

Records and Information management

• Administer records management, retention schedules, historical archives, and digital
• records systems.
• Process and coordinate GRAMA requests in accordance with Utah law.
• Assist with municipal election administration and statutory recordkeeping.

Public communications

• Coordinate the City’s public communications program through the website, social media, newsletters, marquee messaging, public notices, graphics, press releases, and other communication platforms.
• Assist with public education initiatives and communication campaigns that promote transparency and community awareness.

Community Engagement

• Coordinate City-sponsored events, community programs, volunteer initiatives, facility scheduling, and public engagement activities that promote community involvement and positive relationships between the City, residents, schools, and community partners.
• Coordinate and schedule the use of City athletic fields and facilities with the Tooele County School District and other partner organizations, ensuring effective communication and conflict resolution.

Business Licensing

• Review business license applications for completeness and compliance with applicable laws and City ordinances.
• Coordinate departmental review and approvals required for license issuance.
• Administer business license renewals and licensing records.
• Serve as the primary contact for business owners regarding licensing requirements and status.
• Maintain working knowledge of applicable federal, state, and local business licensing laws and regulations.
• Recommend improvements to business licensing procedures and customer service.

Recorder’s Office Operations

• Coordinate daily office workflow.
• Develop and maintain proficiency in all statutory Recorder functions to ensure continuity of operations.
• Exercise independent judgment in interpreting and applying applicable statutes, ordinances, policies, and procedures and in resolving complex administrative, records management, business licensing, and public information matters within established authority.
• Evaluate Recorder's Office processes and develop, recommend, and implement administrative procedures and operational improvements.
• Recommend process improvements and assist in developing standard operating procedures.
• Ensure continuity of operations during planned and unplanned absences.

Administrative Support

• Assist the City Recorder with departmental projects and administrative initiatives.
• Research and prepare correspondence, reports, and other administrative documents.
• Coordinate special administrative assignments and interagency projects as assigned.
• Perform other related duties as assigned.

Customer Service

• Provide exceptional customer service by responding to residents, developers, businesses, elected officials, and other stakeholders through telephone, email, front counter, and written correspondence.

Minimum Qualifications

• High school diploma or equivalent; associate or bachelor’s degree in public administration, communications, business administration, political science, or related field preferred.
• Two (2) years of progressively responsible administrative, records management, municipal government, or related experience; municipal clerk/recorder experience preferred.
• Excellent written and verbal communication skills.
• Exceptional attention to detail and commitment to accuracy.
• Strong organizational and time management skills.
• Ability to exercise sound judgment, maintain confidentiality, and work independently.
• Proficiency with Microsoft Office and ability to learn specialized municipal software.
• Possess or obtain Certified Municipal Clerk (CMC) designation within two (2) years of eligibility.
• Possess or obtain appointment as a Notary Public and maintain the ability to be bonded.
• Valid Utah driver’s license.

Professional Characteristics

• Integrity, professionalism, and sound judgment.
• Commitment to public service and transparent government.
• Initiative, intellectual curiosity, and continuous improvement.
• Strong interpersonal and collaborative skills.
• Adaptability and willingness to learn.
• Desire to build a long-term career in municipal government.

Professional Development

Grantsville City is committed to supporting professional growth and encourages participation in municipal clerk organizations, continuing education, leadership development, and professional certification programs. The successful candidate should be willing to travel periodically within Utah to participate in conferences, training, professional meetings, and continuing education opportunities that support the City’s commitment to excellence in municipal government.

FLSA Classification

This position is classified as Exempt under the Fair Labor Standards Act (FLSA) and is paid on a salaried basis. As an exempt employee, the Deputy City Recorder is expected to fulfill the responsibilities of the position as required to meet operational and statutory obligations.

Work Schedule

The normal work schedule is Monday through Friday during regular City business hours. However, this position requires flexibility and regular attendance at evening City Council meetings, Planning Commission meetings, and other public meetings is required. Additional evening, weekend, and holiday work may be required.