Fayetteville, North Carolina
San Francisco, California
West Palm Beach, Florida
West Palm Beach, Florida
Posted: 26-May-23
Location: Firestone, Colorado
Type: Full Time
Salary: $66,165.00 - $86,015.00
Preferred Education:
| Summary
The Deputy Town Clerk, under regular supervision of the Town Clerk, is responsible for the administrative duties associated with the Clerk’s office, including maintenance of records and official actions of the Board of Trustees in the absence of the Town Clerk. This position assists other staff and the general public with inquiries about Town operations, services, ordinances, events and other information and assists with the operation of local elections and liquor licensing in accordance with State law.
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Essential Duties and Responsibilities:
The below list is intended to illustrate the responsibilities of the position and is not all-encompassing. The Town may change these duties at any time.
- Performs general office and administrative duties for the Clerk’s office
- Administers the Town’s records and document management program and related applications, i.e. Laserfiche, eDocs, eFax, and CivicClerk
- Consults with users on their enterprise content management (ECM) needs and advises on available options to capture, manage, store, preserve, share, and collaborate on content and documents
- Develops and delivers user training on how to appropriately use (ECM) tools
- Manages ECM platforms and collaborates with IT staff to improve technology
- Recommends, updates and implements records management policies, classification systems and retention schedules; informs and educates employees on changes
- Performs complex records searches as needed in response to staff and citizen requests
- Schedules and coordinates meetings and conferences, issues public notification of all official activities and meetings in accordance with the Open Meetings Law
- May assist external staff with uploading ordinances, resolutions and proclamations so they can be executed, recorded, archived or distributed
- Assists with preparation of agenda documents, attends Board of Trustee meetings when required or in the absence of the Town Clerk, prepares meeting minutes
- Attends and supports assigned Board and Commission meetings, prepares agendas, posts notices of meetings and completes minutes
- Complies with records requests in accordance with the Colorado Open Records Act
- Prepares and maintains departmental and Town-wide records and reports for meetings, notices, agendas, records of insurance policies, and other matters
- Assists with the operation and function of all municipal elections in accordance with State Statute
- Issues permits, licenses, and other official certifications and performs other specialized functions unique to departmental assignment
- Assists Town Clerk with the processing of liquor licenses, as needed
- Completes the recordation of land development documents
- Administers contracts and agreements for the department and works independently with vendors
- Works closely with the Finance Department regarding the processing of departmental invoices, purchase orders and overall maintenance of budget
- Responsible for updating content on department web page
- Participates in ongoing training for personal and professional development
Knowledge, Skills and Abilities:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The requirements listed below are representative of the knowledge, skills, and/or abilities required:
- Knowledge of applicable Colorado Revised Statutes which pertain to election law, records retention and public information
- Knowledge of applicable liquor laws and licensing requirements
- Strong knowledge and technical understanding of document management and enterprise content management systems
- Working knowledge of business English, spelling, punctuation, and mathematics
- Demonstrated skill in the use of Microsoft Office products, other computer programs and records management software
- Ability to research and prepare reports, including the ability to collect data, establish facts, and draw valid conclusions
- Ability to communicate effectively with elected officials, other employees, and the general public
- Ability to effectively present both verbal and written information and to respond to questions from the general public and other employees
- Ability to make independent decisions and assist in routine decisions within scope of authority
- Ability to maintain confidentiality and handle confidential issues with tact and discretion
- Ability to prioritize a wide scope of duties and multiple projects simultaneously
Education and Experience:
- Highschool diploma or equivalent is required
- Bachelor’s Degree is preferred
- Four (4) years of responsible administrative work in the public sector, including exposure to a municipal clerk’s office or function is preferred
- A combination of education and experience may be considered
Licenses/Certifications:
- Valid Colorado Driver License and satisfactory driving record required
- Must possess or obtain Notary Public Commission upon hire
- Colorado Municipal Clerk (CMC) certification is preferred, will consider individuals willing to attain certification
Physical Activities:
The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Body Movement:
While performing the duties of this job, the employee is consistently required to sit, frequently stand and walk, use hands and fingers to handle, feel or operate objects, and occasionally stoop, kneel, crouch, or crawl. The employee is occasionally required to reach with hands and arms.
On rare occasions, the employee may be required to climb and balance. The employee must occasionally carry, pull, push, or lift up to 20 pounds.
The employee must be physically able to operate various computers and office equipment successfully to fulfill the essential functions of this position.
Vision:
Employees must be able to consistently see with near and far acuity, depth perception, color vision, and field vision.
Hearing:
Employees must have the ability to hear, understand, and distinguish speech and/or other sounds (e.g., machinery, telephones, doorbell, alarms); communicate clearly and effectively; understand and be understood; be able to consistently engage in ordinary conversations.
