Deputy City Recorder and Communications Coordinator

The City of Silverton is committed to building a community where people thrive, have a sense of safety, connection, and belonging, so everyone is honored and celebrated for the richness in diversity they bring. We encourage applicants of diverse backgrounds and lived experience to apply.

Nestled in the heart of the Willamette Valley, the City of Silverton is a historic town with a population of 10,687. Always an agricultural center, it is now described as Oregon’s Garden City. Silverton is known for its historic downtown, gardens, restaurants, antique boutiques, art galleries, shops, and numerous churches. The City of Silverton hosts several festivals throughout the year that celebrate culture with painters, players, poets, and musicians all taking center stage in community life. Citizens truly appreciate and enjoy the small town feel that Silverton offers. The City’s countryside is rich with history and adventure too. Family farms, nurseries and wineries offer opportunities to pick berries, apples, or peaches, find a Christmas tree, or taste wine from the local vineyards.

Just four miles to the north is Mt. Angel, home to the renowned Oktoberfest. Iverson Farms, home of the Wooden Shoe Tulip festival, is down the road. Salem, the state’s capital, is 11 miles to the west. To the south you will find some of Oregon’s finest recreational activities. Silver Falls State Park, the largest state park in Oregon, is home to ten waterfalls and offers hiking, biking, and riding trails, camping, and swimming. You can always enjoy big city amenities in Portland just 45 minutes away.

POSITION SUMMARY:

The Deputy City Recorder and Communications Coordinator serves as the Records and Elections Officer. Coordinates the official records for City Ordinances and Resolutions, legal notices and publications, contracts, Council minutes, and all other documents adopted by the City Council, Boards, and Commissions; provides technical and administrative support to the City Manager’s Office, City Council and Council-related Boards and Commissions. Under the supervision of the City Manager or designee, this position provides leadership for assigned internal and external committees; is responsible for developing, planning, coordinating, and carrying out City communications, public information, and marketing projects for City Departments and the City overall. Serves as a communication and civic engagement coordinator for the City and its Departments, reviewing projects for appropriateness and clarity in messaging content and advising on implementation of City programs and events.

Please note: Pending the necessary City Charter revisions, this position is anticipated to evolve into a City Recorder position and at that time, a commensurate salary adjustment would take place. The timeline for these changes is still to be determined and may occur in the next few years.

JOB SPECIFICATIONS:

• Associate’s degree and four years of related progressively responsible experience in municipal government, state and local elections law, parliamentary procedures, and communications/public relations; or
• Bachelor’s Degree (preferred).
• Experience in local or municipal government.
• Association of Records Managers and Administrators (ARMA) certification desirable.
• Certified Municipal Clerk (CMC) through Oregon Association of Municipal Recorders (preferred).
• An equivalent combination of education and experience which would provide the required knowledge, skills, and abilities of the position to successfully perform the essential duties of the job.

ESSENTIAL FUNCTIONS:

This description covers the most significant essential and auxiliary duties performed but does not include other occasional work which may be similar, related, or logical assignment to the position.

• Serves as the Deputy City Recorder. Attends City Council and various committee meetings, prepares agendas and meeting packets, ensure notices and accurate minutes, including actions and proceedings are recorded, transcribed, and posted in compliance with State Public Meetings law and local policy. Arranges meeting space, communicates with attendees and outside entities. Arranges training for City appointed committees.
• Serves as communications, marketing, public information, and outreach consultant for City Departments and serves as project lead on assigned projects and campaigns, working with department staff to ensure delivery or effective educational, informational, and/or instructional pieces.
• Drafts resolutions, ordinances, proclamations and other official documents and reviews other drafts for historical accuracy. Ensures legal forms, claims or documents filed with the City are transferred to appropriate staff for disposition and action and follows up on the implementation of policies and actions. Performs research and analysis on a variety of issues; compiles and analyzes findings; prepares reports for review. Drafts and reviews contracts and agreements as needed.
• Responsible for the preparation, distribution and archiving of the City Code by updating appropriate provisions as amended by City Council, maintaining, and updating on-line version of the City Code to ensure the City’s website contains the most current and accurate version of the code; receives, files, processes public hearing notices and mailings according to City Code and State requirements.
• Demonstrates reliability, organization, and the ability to coordinate multiple priorities.
• Provides routine and complex administrative support; answers phones; handles mail, files, coordinates training, schedules appointments, codes invoices, orders office supplies, and handles office maintenance requests.
• Serves as Election Officer for the City; administers and directs compliance with municipal elections; studies election laws to upgrade processes governing, filing, voting, reporting and other requirements.
• Interprets federal, state, and City public records laws to develop and oversee the City’s record management system; properly converts records into electronic format; stores, arranges, indexes, and classifies documents, and makes public records immediately accessible.
• Manages policies and procedures relating to the maintenance, retrieval, dissemination, and destruction of official records. Manages all ordinances, resolutions, agreements, contracts, and all other documents requiring retention by City Code and policy. Publishes all adopted ordinances, legal notices, and reports as required by law.
• Exercises discretion and interprets public records laws in responding to public records requests and inquiries; refers, when necessary, to the appropriate department. Provides City staff and the public with general information about the City Charter, Ordinances, Resolutions, City Council, City Commissions, and City Committees activities.
• Works closely with the City Manager and City Attorney to ensure the City is compliant with applicable government standards, practices and ethics laws, rules, and regulations.
• Oversees electronic records management program. Maintains custody and indexing of official minutes, orders, ordinances, and resolutions. Maintains files of official agreements, contracts, petitions, street vacations, easements, and other legal documents.
• Assists in the organization and implementation of City-sponsored events. Purchases supplies and services, as needed, throughout the year and for special events.
• Manages the website and social media sites for Administration.
• Leads the City’s internal Communications Team and implements the City’s Communications Plans.
• Performs other related duties as assigned.

Licenses & Certificates

• Possess or obtain a valid Oregon driver’s license within the first 30 days of employment.
• Possess or obtain an Oregon Notarial Commission within 60 days of hire.

For more detailed information about job requirements and duties, please see the job description.