Posted: 1/6/25
Salary: $61,424.05-$82,922.46 DOE
Location: Albany, OR

Application Deadline: January 26th, 2025

Description:

If you're excited to contribute to a dynamic team, grow your professional skills, and play a key role in serving our community, we encourage you to join our team as the Deputy City Recorder/Executive Assistant and make a difference in the Albany community! The City of Albany is a full-service city of 428 employees, located in the Willamette Valley in Oregon, with a population of 58,000. The average tenure of a City of Albany employee is nearly 10 years. The City Recorder's Office plays a crucial role in ensuring the efficient and transparent functioning of the City's government. In this role, you will provide support in the daily operations of the City Recorder and City Manager’s Office and perform the duties of the City Recorder in the Recorder's absence, or as assigned. You’ll manage meeting agendas and produce concise, action minutes. Your responsibilities will include supporting all City Recorder functions, such as supporting CAG’s (Citizen Advisory Groups/committees), public records requests, archiving in a modern, electronic record management system, and elections. In addition, you’ll also coordinate with other City departments, other local government entities and the public, while providing high-level administrative support to the City Manager, City Attorney, Executive Leadership Team, and City Council. What to Expect We anticipate holding virtual interviews the beginning of February 2025 with in-person interviews during the latter half of February 2025.

Our goal is to have our new Deputy City Recorder/Executive Assistant start on or after March 17, 2025. We have a solid foundation, with well-established processes and training program. Including producing action minutes, and existing digital record-management system. A primary focus will be on streamlining our agenda production and management, through a conversion to an electronic meeting agenda management system. The City emphasizes work-life balance, supports employee wellness, and offers a wide range of benefits, while also investing in its employees’ personal and professional growth. You'll benefit from a strong organizational culture of supporting professional development opportunities with support for training, classes, and conferences, including City paid assistance in pursuing or maintaining a Certified Municipal Clerk (CMC) designation.

The City offers flexible/compressed work schedule options with 4/10’s, 9/80s, and hybrid/remote work opportunities (2 days per week), based upon supervisor approval and business demands. This position may have in-person attendance at evening meetings. Generally, two to four evening meetings per month, from 6-9 p.m. What makes Albany special? We’re dedicated to our work, and serving the community, but we never forget to enjoy ourselves along the way. Our team enjoys humor, fun, and comradery. We maintain a strong structure for positive council and staff relations, all while focusing on supporting the community. We take pride in our strong working relationships across departments and our commitment to a collaborative, engaging work environment.

Benefits Include:

• Excellent medical, vision and dental benefit package for the employee and qualified family members with low monthly out-of-pocket cost. Employee-paid premium is approximately $51 per month for employee-only coverage up to a maximum of $147 per month 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 hours of vacation leave per month, with progressive increases
• 8 hours of sick leave per month
• 10 paid holidays per year
• No waiting period to use vacation and/or sick leave accruals
• Excellent retirement benefits: o City-paid participation in the Oregon Public Employee Retirement System (OPSRP and City pays 6% IAP contribution) o 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 childcare expenses.

Essential Functions/Duties & Responsibilities:

• Performs specialized work in collaboration with the City Recorder for official City records, support of City Council meetings and work sessions, and support of Citizen Advisory Groups. This includes, but is not limited to taking minutes, agenda management; membership management, and related trainings.
• Assists the City Recorder in all areas of the department as needed and serves as back-up to City Recorder.
• Serves as City Recorder in their absence.
• Manages, coordinates, and performs highly complex and confidential administrative tasks for the City Manager’s Office as well as general administrative functions.

This position must work well independently and with the public while providing excellent and respectful customer service. The duties listed below 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.

1. Produces, reviews, and distributes meeting materials for the City Council and other Citizen Advisory Groups (CAGs). Assists the City Recorder with the conduct of public meetings and work sessions Routinely prepares agenda materials and notifies members and other participants; attends meetings; takes and transcribes minutes of meetings; composes and sends necessary follow-up letters and notices
2. Assists with the training of and implementation of public meeting processes for CAG staff contacts, elected officials, and appointed membership to ensure compliance with City and State meeting and ethics requirements.
3. Supports the application of parliamentary procedure for city staff based on the Charter, Albany Municipal Code, and Robert’s Rules of Order.
4. Acts as contact for the Human Relations Commission and Budget Review Committee for agenda preparation, noticing, meeting minutes, and distribution of materials. Assists Staff Liaison in the preparation of reports and other duties. Attends day and evening meetings as required. Works in conjunction with the staff liaison who produces materials for each.
5. Implements the City’s Records Information Management (RIM) program, including training city employees and RIM coordinators in each department. Assists in the production and implementation of records management policies and processes in compliance with City, State, and Federal requirements, and in line with best practices.
6. Completes the processing, tracking, and fulfillment of public records requests in compliance with state law. Assists with complex records requests and discovery.
7. Performs archivist and records manager tasks by overseeing the implementation of the Laserfiche Records Management module, including archiving, retention, destruction of public records, and research assistance. Maintains documentation of records management and records destruction processes as required by the state of Oregon, and conducts occasional audits of such processes and records.
8. Performs the recording of city documents with other governing bodies, such as property documents. Assists with budget filings and tax filings.
9. Organizes the AMC codification process. Assists with the annual review of Charter and AMC.
10.  Coordinates volunteer applications, appointments, and notifications for city boards, commissions, committees and citizen advisory groups. Prepares and distributes notices for volunteer recruitment
11. Assists the City Recorder in election procedures and processes. Delivers oaths of office for councilors and other sworn positions.
12. Performs attestations and notarizations on legal documents and other records. Acts as notary public coordinator by communicating changes in notary rules, training opportunities, and maintaining a citywide list of notaries.
13. Acts as the first point of contact for the City Manager by coordinating communications and projects between other departments, elected officials, the public, and vendors.
14. Performs high-level administrative functions with little or no supervision, including handling complaints, administering departmental policies and procedures, receiving visitors, scheduling and managing logistics of meetings, and making travel arrangements, purchase of needed supplies/services.
15. Assists in mail sorting for the City Manager’s Office, reviews all incoming mail and public inquiries, drafts routine responses or directs inquiries to the appropriate officials for a response. Identifies sensitive issues and brings them to the immediate attention of supervisor as appropriate.
16. Prepares confidential correspondence and maintains classified files. Uses a high level of professional discretion and ethical conduct when dealing with sensitive information.
17. 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 delivers the best service possible in a respectful and patient manner.
18. Works to create a high-performance work culture by demonstrating a positive attitude and modeling the City’s mission, vision, and values. Conducts self with high integrity, proactive in conserving City resources, and seeks and incorporates customer feedback for ongoing performance improvement. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service.
19. May serve as the City Recorder in their absence.
20. May include evening or weekend work as required.
21. Serves as the staff lead for the Citywide Administrative Support Staff (CASS) committee.
22. Performs other related duties as required/assigned. Supervision/Lead Work Exercised: Works under the general supervision of the City Recorder. Work assignments routinely come directly from the City Recorder who assists in determining the prioritization and delegation of those work assignments. May receive some assignments from the City Manager or Deputy City Manager in relation to administrative work. This is a non-supervisory position. Incumbents in this position may provide training and orientation to personnel and elected officials.

Qualifications & Requirements:

Education & Experience:

A high school diploma and two years of experience in administrative work or related experience; or An equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities. Experience with computers and software, including word processing (MS Word) and PDF software is required.

Preferred:

• Possession of or ability to obtain the basic Certified Municipal Clerk designation at, or within three years of hire. City will provide professional development funds to support obtainment.

• Experience with record management systems such as Laserfiche, or ORMS preferred.

• Experience with virtual meeting software (Zoom, Teams, Google Meets etc.) preferred.

Special Requirements:

1. Must have Oregon notary public certification within six months of job placement.

2. Possession of or ability to obtain a valid Oregon driver's license and a driving record that meets the City’s driving standards.