Council Office Clerk

Position Title:
Council Office Clerk
Job Posting Closing Date:
Provo City is looking for a Council Office Clerk to provide experienced, professional program management and administrative analysis support to the Council Office. The position will perform self-directed tasks in the assigned area of responsibility with little or no supervision. The position has complete accountability for specific program management. Qualified, civic-minded individuals interested in supporting the services provided to Provo residents are strongly encouraged to apply.
Provo City offers competitive pay; paid leaves, including vacation, sick, holidays, bereavement, and parental leaves; generous employer-paid health insurance; retirement and pension plans; free use of the Provo Recreation Center, Peaks Ice Arena, and City Library; and regular review of compensation practices to remain competitive with the local market.
Job Details
Application Review Process: Applications will be reviewed in the order they are submitted. Position may close prior to the posted date if sufficient, qualified applicants to proceed with a competitive selection process are received. Applicants must meet the minimum requirements listed below to be eligible for consideration.
Pay Rate: (G27) $25.08 - $34.57 per hour (depending on experience)
Essential Duties:

• Provide highly complex support to the City Council including planning, development, preparation, and implementation of City Council agendas and packets.
• Attend City Council meetings, prepare and maintain records of the actions including the recording and transcribing of Work Meeting minutes and motions passed by the City Council.
• Record the City Council Chair's signature on all resolutions and ordinances approved on behalf of the City Council.
• Post and publish, as required by law, all agendas, ordinances adopted by the City Council, and all other legal notices pertinent to the City Council.
• Index and make all City Council and other public meeting minutes accessible via electronic media.
• Oversee the Council Office agenda management system and provide training and guidance to City staff regarding the coordination of the agenda management process.
• Maintain agenda and meeting packet documents in compliance with retention laws.
• Oversee work processes including assisting and addressing the needs of the Council Office in creating, revising, maintaining, indexing, securing, and testing, documents and workflows.
• Assist with the preparation of and implementation budgetary adjustments as necessary.
• Provide communication between the Council Office and the general public, City staff, and outside groups and agencies.
• Provide general and specialized information and assistance regarding assigned function that may require the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures as appropriate.
• Troubleshoot problems and develop effective solutions.
• Refer callers and/or complaints to appropriate Council Members or City staff as needed and/or take or recommend actions to resolve the complaint.
• Ensure meeting records are created and maintained in accordance with the Utah Open and Public Meetings Act (OPMA).
• Design, implement, and monitor recordkeeping, filing, and reporting systems including proper receipt and documentation of incoming work, information requests, and correspondence.
• Respond to all Government Records Access and Management Act (GRAMA) requests from the City Recorder.
• Manage physical and digital document archives according to Utah state retention schedules.
• Prepare and publish notices according to applicable state codes.
• Publish public meeting agendas on and assist and train department users with the use of, the Utah Public Notice website.
• Upload agenda items into the Council Office agenda management system.
• Publish meeting agendas and notices on the City internet website.
• Oversee the notification of public meetings and hearings.
• Process approved legislation through final disposition and oversee the maintenance and publication of the Provo City online code; work with code publishing vendor to resolve issues and questions regarding Provo City code; perform advanced research and analysis of city code and make recommendations.
• Analyze problems and identify solutions and alternatives.
• Assist other staff members as needed and perform other related duties as required.

Minimum Requirements:

• Bachelor's degree in Political Science, Public Administration, Business Administration, Library Science, or related field.
• Three (3) years of comprehensive job-related experience, including the use of automated office equipment, computers, software, and spreadsheets.
• OR an equivalent combination of education and/or experience [substituting each 1 year of post-secondary education/training for 6 months of experience].
• A valid, lawful Driver License is required.
• Must register as a Utah Notary Public within 3 months of hire.
• Must complete Records Officer Certification from Utah Division of Archives and Records within 6 months of hire and recertify annually.
• Experience as a City Recorder, City Clerk, and/or Deputy/Assistant Recorder/Clerk preferred.

Pre-employment Screening: Prior to appointment, applicant will be required to successfully pass a drug screen and criminal background check. Non-disclosure may result in dismissal. Applicants with unsatisfactory drug screen results will be ineligible for appointment or application to any Provo City position for a minimum period of six (6) months.
Full Time/Part Time:
Full time
Position Type:
Regular
Scheduled Hours:
0