Position Description
City Recorder
DEPARTMENT: Administration
POSITION TYPE: Full-time | Exempt
REPORTS TO: City Manager
LAST REVISED: October 16, 2025
WAGE: $80,000.00 - $95,000.00 depending on experience
Open until filled

Overview:
The City Recorder serves as the Assistant City Manager and is a key administrative and strategic leader responsible for ensuring transparent governance, efficient city operations, and exceptional public service for Grantsville City. In this dual capacity, the position oversees the accurate preparation and preservation of official city records, supports the Mayor and City Council in legislative processes, and ensures compliance with state and local laws. As Assistant City Manager, the City Recorder assists in implementing organizational goals, coordinating interdepartmental initiatives, and advancing the City’s strategic priorities. Through proactive collaboration with department heads, elected officials, and the public, the City Recorder fosters accountability, effective communication, and continuous improvement across all areas of city governance and administration.

Key Responsibilities:
• Serves as the City’s Records Officer, ensuring the proper management, classification, retention, and archiving of all City records in compliance with State and Federal laws, including GRAMA. Develops and maintains processes for long-term electronic and physical storage of records.
• Maintains official records of City Council proceedings, including the accurate preparation, transcription, and posting of agendas, minutes, ordinances, and resolutions. Ensures the timely publication of legal notices and updates to the City Code on all public platforms.
• Acts as Assistant City Manager when designated, providing executive oversight, administrative leadership, and operational support across departments.
• Serves as a liaison between the public, City Manager, Mayor, and City Council; fosters effective communication and collaboration across all levels of government and with the community.
• Administers municipal elections as the City’s Elections Officer, ensuring compliance with state election laws and coordinating with Tooele County when applicable.
• Manages and maintains accurate documentation of City-owned real property and water rights, including deeds, abstracts, title policies, and water rights agreements; coordinates related transactions with legal counsel and technical consultants.
• Oversees business licensing and renewal programs, including enforcement of noncompliance when necessary.
• Provides oversight and coordination for contract administration and bid processes to ensure compliance with City policies and procurement standards.
• Administers oaths of office and performs official notarial acts, including acknowledgments, jurats, and copy certifications.
• Supports the Mayor and City Manager with administrative research, project coordination, and strategic initiatives; collaborates with department heads on policy development, process improvements, and compliance with best practices.
• Supervises assigned staff, including Deputy Recorders and Finance Support personnel, in collaboration with the Finance Director and Treasurer, ensuring alignment with City policies and operational goals.
• Assists with audit preparation, documentation of financial and administrative policies, and development of improved processes and procedures.
• Processes annexation petitions and ensures compliance with applicable statutory requirements.
• Participates in professional organizations, boards, commissions, and committees to remain informed on current municipal practices and regulatory changes.
• Performs other duties as assigned by the Mayor and City Manager.
• Must be able to be bonded.

Minimum Qualifications:
• Bachelor’s degree in Public Administration, Business Administration, Political Science, or a closely related field.
• Certification as a Records Officer in the State of Utah and commission as a Public Notary, or the ability to obtain both within a reasonable timeframe after hire.
• Minimum of three (3) years of progressively responsible management or administrative experience, preferably within a municipal or public sector setting.
• Demonstrated knowledge of public administration principles, municipal operations, records management laws (GRAMA), open meetings compliance, and election procedures.
• Proven leadership, communication, and organizational skills with the ability to manage complex administrative functions effectively.

Preferred Qualifications:
• Strong knowledge and experience with:
• Organizational development, and long-range policy implementation.
• Capital improvement planning, budgeting, and fiscal management within a municipal setting.
• Records management, information governance, and compliance with GRAMA and other state and local laws.
• Election administration, open meetings compliance, and municipal legislative processes.
• Demonstrated ability to build collaborative relationships with elected officials, staff, community stakeholders, and partner agencies.

Skills and Abilities:
• Exhibits exceptional time management and delegation abilities, ensuring staff resources are utilized effectively to achieve organizational goals.
• Thorough knowledge of laws, regulations, and procedures governing municipal government and the office of the City Recorder.
• Working knowledge of the Government Records Access and Management Act (GRAMA) and related ordinances, resolutions, and record retention requirements.
• Ability to establish and maintain effective working relationships with the public, elected officials, City Council members, department heads, subordinates, and other employees.
• Demonstrated excellence in oral and written communication, including the ability to prepare clear reports, correspondence, and presentations.
• Skill in professional and technical writing, with preference given to candidates experienced in grant writing.
• Proficient in the use of word processing, records management, and general office software applications.
• Frequent contact with the public and occasional interaction with the media, requiring professionalism, discretion, and sound judgment.

Why Join Grantsville?
Grantsville offers the charm of a small town with the promise of big opportunities. As the community experiences rapid growth, the City is committed to balancing progress with preservation—ensuring that development enhances quality of life, strengthens infrastructure, and promotes long-term economic vitality. The City Recorder, plays a vital leadership role in this mission by fostering transparent governance, supporting strategic initiatives, and enhancing organizational efficiency across all departments. Join our team and help shape a thriving future for Grantsville.
In addition to a competitive salary, the City offers a comprehensive benefits package that includes retirement contributions through the Utah Retirement Systems (URS), as well as medical, dental, and vision coverage, paid vacation, sick and holidays. Employees also enjoy access to professional development opportunities, life insurance, both short- and long-term disability coverage, wellness resources, and a variety of additional employee benefits not listed.

Work Schedule:
The typical work hours for this position are 8:00 AM to 5:00 PM, Monday–Friday. Additional hours will be required as this position is responsible for attending City Council meetings and other meetings as necessary.