City Recorder's Office

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Since the City Recorder is a full-time elected position, there is no Job Description. 

Keep in mind this is a job description, not a job opening.

 

 

 

Administrative Assistant

Confidential

 

 

PURPOSE OF POSITION: 

Perform a variety of administrative and clerical tasks in support of Recorderís Office activities such as answering telephones, responding to inquiries from the public, researching for special projects, typing minutes and records management.

 

ESSENTIAL JOB FUNCTIONS: 

Public Contact: Serve as first point of contact for walk-in visitors, give help and information, answer questions, respond to complaints, and refer to other, more appropriate departments. Answer phone lines, take messages, field calls, give help and information. Set up appointments for City Recorder. Conduct research.

 

General Clerical: File, data entry, generate documents and reports, operate office machinery, and maintain proficiency with computer software programs. Perform other duties as assigned.

 

Records Management: Using the Laserfiche document management system, scan, file and cross-index incoming documents from various City departments. Assist and train staff in the use of the Laserfiche system. File scanned paper documents in the Recorderís records vault. Scan, file and cross-index historical documents. Maintain official records of the City (dating back to 1854). Conduct records research for City departments and the public; and assist them in self-researching. Maintain master lists (paper and digital) of the stored records of all City departments. Issue box numbers; manage storage and destruction request forms; and maintain records books. Conduct physical inspections of records boxes prior to storage. Assist in scheduling the destruction of obsolete records. Conduct periodic physical inventories of stored records.

 

Lien Program: Process lien search requests by using a DOS based database program to conduct the search and then scan, file and mail or fax the requests; and route special lien district requests to appropriate staff person. Deal directly with title companies and property owners to answer questions and to explain policies and search results. Track payments made for lien searches. Occasionally assist in posting of payments and printing/mailing of statements.

 

Ashland Municipal Code (AMC): Maintain the two office hard copies of the AMS, including archiving a complete copy yearly. Maintain the web version of the AMC. Produce AMC update mailings for City departments and AMC subscribers.

 

Mail: Sort mail; and in absence of Recorder, sort and process mail. Prepare occasional mailings from mailing lists. Process, respond to and file email correspondence.

 

Commissions, Committees and Boards (CCBs): Produce and distribute member handbooks for all CCBs. Produce and distribute updates to handbook contents. Maintain lists of members and handbooks.

 

City Council Business: Produce minutes of City Council meetings. Attend night Council meetings in absence of Recorder; take minutes of the meetings, conduct roll-call votes, set up the meeting room before the meeting, run the tape recording machine; and obtain Mayorís signature on Ordinances, Resolutions and contracts. Keep track of Ordinance and Resolution numbers; and assign numbers to new Ordinances and Resolutions.

 

Website: Update and maintain the online version of the AMS. Maintain 600+ pages of content in the City Recorderís web area. Produce and publish 14-18 pages of content every City Council meeting cycle.

 

Electronic Council Packet: Produce and distribute a PDF version of the City Council Agenda packet every Council meeting cycle.

 

Elections: Assist the Recorder in elections activities.

 

Follow all safety rules and procedures established for work areas.

 

AUXILIARY JOB FUNCTIONS: 

Provide assistance to City Recorder as workload level dictate. Maintain proficiency by attending out of town training conferences and meetings, reading materials and meeting in areas of responsibility. Maintain work area in a clean and orderly manner.

 

JOB QUALIFICATION REQUIREMENTS:

MANDATORY REQUIREMENTS: High school education or equivalent plus minimum of two years college experience; advanced knowledge of office techniques and organizational operations; strong written and verbal communication skills, proofreading skills; proficient with word processing, spreadsheet and comparable software programs; webpage posting; administrative research; and report writing.

 

SPECIAL REQUIREMENTS/LICENSES: Possession of valid Oregon driverís license (or ability to obtain) and acceptable driving record.

 

DESIRABLE REQUIREMENTS: Previous work experience which provides familiarity with departmental terms and procedures.

 

PHYSICAL DEMANDS OF POSITION: 

This position has an overall job strength rating as light. As such, the employee is:

         occasionally asked to stand, most often not more than 1-2 hours cumulative per day on carpeted floors;

         spends up to 6.5-7 hours sitting per day in adjustable office ergonomic chair in which the position can be varied at will and alternated with standing and walking;

         infrequently asked to drive, most often only for out-of-office meetings whereby employee operates personal vehicle (infrequent driving time can vary between 15 minutes to 6.5 hours);

         able to change work position at will, take short standing/walking breaks as needed, and/or alternate job tasks for position variance;

         required to walk, generally within immediate office environment, mostly on carpeted surface, and can occur off and on throughout a work day, with short distances within 500 feet;

         frequently required to carry office items, supplies and/or files of up to 5 pounds and infrequently carry up to 20 pounds within the office distance of 500 feet;

         frequently required to lift/lower such office items as files of up to 5 pounds, usually between floor to shoulder height, and infrequently to occasionally lift/lower items up to 20 pounds, usually between floor to waist height;

         infrequently required to occasionally push/pull up to 20 pounds of force using rolling cart or dolly, usually within office environment and/or to personal vehicle, with lesser occasionally to frequently push/pull force to open/close file drawers;

         usually not required to bend from waist or knees;

         usually not required to twist;

         occasionally to frequently required to forward reach for supplies, desk items and filing, but infrequently required to reach overhead for office/mailing supplies, yet can use a step stool;

         frequently to continuously required to use computer, mouse, phone and other office work tasks; occasionally required to grasp or grip with hands, especially for carrying, using mostly light force;

         occasionally required to write and perform other tasks by using fingers to exert force;

         not required to climb stairs if elevator is used;

         not required to balance;

         not required to kneel, but may occur by worker choice when obtaining office items from low shelf heights;

         not required to crouch, but may occur as part of body mechanics handling/lifting;

         not required to crawl;

         required to use sensory functions as follows:

1.        occasional to frequent use of speaking for office/phone verbal communications;

2.        occasional to frequent hearing for general work communications;

3.        frequent to continuous seeing for all work activities;

4.        occasional writing;

5.        depth perception not required; and

6.        color vision not required.

 

WORKING CONDITIONS: 

Usual office working conditions. The noise level in the work environment is typical of most office environments. Attendance at meetings outside of the normal work schedule is required.

 

SUPERVISORY RESPONSIBILITIES:  

Supervision is not a typical function assigned to this position. May provide training and orientation to departments regarding records management.

 

SUPERVISION RECEIVED: 

Receive direction from City Recorder/Treasurer.

 

 

 

 

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