Deputy City Recorder

Deputy City Recorder

An Essential Partner in City Operations - Support the Work That Keeps Newport Moving Forward

The City of Newport is hiring a Deputy City Recorderan essential role that keeps council meetings, records, and elections running seamlessly.

Initial application review is scheduled for Wednesday, October 8th, but position will remain open until filled.

The City of Newport is seeking a skilled and diplomatic professional to serve as Deputy City Recorder. This is a key role in the day-to-day operations of city managementensuring that records are accurate and meetings are properly administered. The work performed in this position directly supports transparency, accountability, and efficiency in city government.

Why This Role Matters

The Deputy City Recorder is central to how the City of Newport functions. From preparing and managing City Council agendas and minutes, to maintaining critical records, to supporting elections and public requests, this role ensures that decision-making is properly documented and accessible. The individual in this position helps safeguard the integrity of city operations and provides essential support to the City Recorder, elected officials, and the community.

What You'll Do :

• Serve as assistant records custodian; maintain the City's electronic records management system by entering ordinances, resolutions, and agreements, and backfilling historical information.
• Ensure appropriate distribution of signed ordinances, resolutions, and other City Council actions; maintain official files of agreements, contracts, petitions, easements, deeds, and related documents.
• Scan, digitize, and review records to determine proper retention rules; prepare records for destruction in accordance with established schedules.
• Prepare agenda packets, coordinate meeting logistics, draft accurate meeting minutes, and ensure compliance with public meeting laws.
• Process public records requests as assigned and supports the City Recorder in responding to requests.
• Process department invoices and purchase orders; order office and Council Chamber kitchen supplies and maintains inventory.
• Assist with processing special event permit applications.
• Support review, update, and implementation of city policies and procedures; undertakes special projects and research as directed.
• May serve as Election Officer in the absence of the City Recorder; administer all aspects of City elections, including verifying signatures on petitions, preparing and distributing official notices and ensuring compliance with county and state election laws.
• Serve as an Oregon Notary Public.
• Attend conferences and training related to assigned job functions to maintain current knowledge of laws and best practices.
• Independently assess and prioritize daily workload to ensure timely completion of assignments.
• Maintain cooperative working relationships with City staff, elected officials, other organizations, and the public.
• Provides assistance to other City departments as workload and staffing levels dictate.
• Maintain confidentiality in handling sensitive City information, legal documents, and personnel-related matters; exercises discretion and sound judgment at all times.

What You'll Bring :

Preferred Qualifications :

Qualifications

Minimum / Mandatory Education and Experience Requirements :

Any equivalent combination of education and experience that provides the applicant with the knowledge, skills, and abilities required to perform the duties as described will be considered. A typical way to obtain the required knowledge and abilities would be :

Knowledge :

Knowledge of local government procedures and processes, public administration, social media, research methodology, proper minute taking techniques, contemporary office practices and procedures, advanced office software, practices and principles of records management, and laws and regulations governing public records.

Skills :

Skill in the use of personal computers, various related software programs, social media expertise, and standard office equipment. Excellent administrative and time management skills. Strong organization and prioritization skills. Good judgement and effective oral and written communication skills. Customer service orientation and interpersonal skills. Skills in business English, spelling, and punctuation, and exceptional grammar, punctuation, spelling, and usage skills. Strong critical thinking, reasoning, analysis, and problem-solving skills, combined with excellent judgment and professionalism.

Abilities :

Ability to self-motivate to a high level, and maintain motivation. Ability to establish and maintain effective working relationships with City management, employees, Council members, other entities, and the public. Ability to serve as back-up to the City Recorder in his / her absence; meet multiple workflow deadlines in a timely manner; use initiative and judgment; maintain complex records; draft reports; work independently; plan and organize work; multi-task; and honor the confidentiality required of this position. Ability to communicate complex material in a simple, understandable manner. Ability to effectively function in an intense work environment with numerous interruptions and conflicting demands. Ability to work extended hours as needed. Ability to make sound decisions. Physical ability to perform the essential job functions.

Physical Demands

The employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach, and manipulate objects. The position requires mobility, including the ability to frequently lift or move materials up to 10 pounds, and occasionally lift or move materials up to 25 pounds. The position requires the ability to operate a motorized vehicle. Manual dexterity and coordination are required more than 50% of the work period while operating such equipment as computers, keyboards, telephones, and standard office equipment.

Working Conditions / Work Environment

Work location is primarily indoors where most work occurs under usual office working conditions.

How to Apply

All applications for this position must be submitted via our online application system at

Only complete applications will be considered and application review will continue until position is filled. Please do not fax, mail or e-mail any documentation. You will receive a confirmation email when your application has been successfully submitted. The City of Newport is an EEO and veteran's preference employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected under state, federal or local law. All offers of employment are subject to successful completion of a pre-employment background check, reference checking, and in the case of safety sensitive positions, drug and alcohol testing. The City of Newport follows Oregon law regarding Veterans' Preference in Public Employment. If you are requesting Veterans' Preference, you must complete the Veteran's Preference Form and attach a copy of your DD214 / DD215. If you are a disabled veteran, you must also include a copy of your Veteran's Administration benefit summary / award letter with your application.