Minutes And Records Clerk

Under the direction of the City Recorder, the Minutes & Records Clerk performs a variety of technical and clerical support functions to collect, record, track, manage, and provide accessibility to all official City records, legislative actions, and executive actions.

Responsibilities

• Attends City Council, RDA, and other meetings as assigned (in-person, digital, or off-site) and prepares official minutes ensuring technical accuracy of recorded actions.
• Tracks and processes all paperwork associated with Council and RDA actions, including ordinances, resolutions, and supporting legal documents.
• Converts agendas and minutes to the City’s computerized formats for distribution and access on City intranet and internet sites.
• Utilizes computerized tracking systems to monitor progress or coordinate future action on carried-forward Council items.
• Routes Council legislation to the repository and codifier as needed.
• Maintains, proofreads, and updates content for the Salt Lake City Recorder’s office websites, ensuring transparency and public accessibility.
• Assists with contract routing and required scanning.
• Reviews and builds/document metadata in the designated Recorder repository.
• Completes research to obtain archived records from in-office, digital, or off-site storage.
• Ensures timely and accurate publication of ordinances, resolutions, public hearing issues, and other required legal notices, coordinating with newspaper personnel to meet publication deadlines.
• May serve as a backup for vouchers, requisitions, election support, GRAMA requests, and digital record development.
• Receives and issues legal documents for the Recorder’s Office as required by Utah State Code.
• Provides front counter assistance in researching City records for the public and City department personnel, including reviewing written document requests for completeness and providing information and referrals.
• Coordinates and arranges Oath of Office ceremonies, outgoing meetings, and receptions for City Elected Officials.
• May assist with event planning for the transition of elected officials and the development of records management practices for various City departments.
• Performs other duties as assigned.

Requirements

• High school graduation or GED equivalent and one year of experience performing related office tasks, records research, or record-keeping duties. Directly related experience and education may be substituted on a year-for-year basis.
• Possession or ability to become a Utah State Notary Public within three months of hire.
• Ability to accurately record and transcribe legislative actions, capturing discussions and concepts into concise terminology.
• Knowledge of and experience with parliamentary procedures and their application to transcribing official meetings.
• Demonstrated ability to use a personal computer and various software applications, including MS Office products, internet, and general office software. Knowledge of PrimeGov, Laserfiche, or Adobe is recommended.
• Ability to establish and maintain effective working relationships with the public, elected officials, department heads, employees, and officials of other jurisdictions.
• Ability to make independent decisions in accordance with laws, ordinances, regulations, and city policies.
• Ability to lift and transport records (40-50 lbs.) to meetings or storage facilities.
• Ability to operate standard office equipment and other specified technical equipment.

Qualifications

• Experience with multi-layered, electronically indexed records maintenance systems.
• Proficiency in summarizing content for reports or meeting minutes.
• Experience with event planning.
• Working knowledge of project management software (e.g., Asana), Laserfiche, Microsoft Office Professional products (Excel, Word, Access, Outlook), and imaging systems.
• Excellent customer service and verbal/written communication skills.
• Ability to take directions and work independently.
• Knowledge of records management and basic office filing.

Working Conditions

• Generally comfortable working conditions with intermittent sitting, standing, and walking.
• Occasional exposure to warehouse/storage facility locations and elements.
• Occasional lifting and transporting of materials (40-50 lbs).
• Irregular working hours as needed to attend and record meetings and election processes.
• Exposure to stress due to human behavior, Council deadlines, and job demands.
• Frequent, prolonged exposure to computer terminal display screens.

Benefits

• Full City benefits, including health, dental, vision, and life insurance.
• Paid vacation and personal leave.
• 6-12 weeks of paid parental leave.
• Retirement contributions toward a pension plan and/or 401(k).
• A robust Employee Assistance Plan (EAP).
• Up to $4,000 tuition reimbursement annually.
• Discounted supplemental benefits like pet insurance and legal services.

Pay

$22.93 - $39.64 per hour

Schedule

Full-time, 40 hours per week