Administrative Technician I - City Clerk & Court

City of Golden • Golden, CO

71d • Onsite

About The Position

Under general supervision, performs a variety of routine clerical, administrative and records management activities in support of the City Clerk's Office, as well as responsible for performing U.S. passport application processing services. This position will require occasional evening coverage to support City Council activities or similar, typically once per month. JOB SUMMARY Provides general clerical and administrative support to the City Clerk's office. Maintains the City's electronic and paper permanent records database in accordance with the Colorado Municipal Retention Schedule. Prepares documents for scanning into Laserfiche software program. Organizes and files documents. Disposes of records in accordance with City's records retention requirements. Manages the Colorado Open Records Act requests, provides information in response to internal and external requests for records and information; disseminates information in keeping with City practices and in compliance with applicable law. Assists the City Clerk and Deputy City Clerk with generating and preparing City Council agendas, City Council packets, council meeting minutes, ordinances, resolutions, and proclamations. Assists in preparation of City Council meetings including coordinating Council dinners and set up. Assists and supports the management of City Elections. Cross trains with the Deputy City Clerk to assist with liquor and other general licensing duties. Cross trains in Municipal Court to support court processes, serving as a backup Court Clerk on court days and as needed. Schedules appointments for passports; processes passport applications, reviews required documentation and identification, and forwards applications to the U.S. Department of State for issuance. Responds to passport questions via phone, e-mail, or in person. Provides excellent customer service with clear, concise, and accurate information; follows up with customers as needed to ensure satisfaction and closure. Performs other related duties and responsibilities as required.

Requirements

• High school diploma or general education diploma (GED) and at least 18 years of age.
• Must be a US Citizen to process passports.
• Minimum two years' responsible administrative support experience, three years' or more preferred, including clerical, administrative, or file management experience with strong administrative, data entry and organizational skills.
• Must have intermediate MS Office experience including Word and Excel.
• Flexibility and the ability to work independently required.
• Valid driver's license and safe driving record.
• Must complete passport training and meet qualifications and requirements to become a passport acceptance agent.
• Must be a US Citizen and pass required background check.
• Ability to read and comprehend simple instructions, short correspondence and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
• Ability to interact with others in a professional manner and environment.
• Excellent customer service and interpersonal skills.
• Ability to effectively and professionally respond to questions from employees, supervisors, and the general public.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Exceptional organizational skill and attention to detail are required.
• Proficiency in alphabetizing is a must.
• Ability to multi-task and interact in a dynamic environment.
• Must be able to exercise independent judgment in absence of supervision.
• Ability to understand the methods and procedures of data entry.
• Must be a self-starter and be able to work with minimal supervision while meeting workload requirements.

Nice To Haves

• Associate's Degree or higher preferred.
• Previous records management preferred.
• Municipal government experience preferred.
• Current Notary Public preferred.

Responsibilities

• Provides general clerical and administrative support to the City Clerk's office.
• Maintains the City's electronic and paper permanent records database in accordance with the Colorado Municipal Retention Schedule.
• Prepares documents for scanning into Laserfiche software program.
• Organizes and files documents.
• Disposes of records in accordance with City's records retention requirements.
• Manages the Colorado Open Records Act requests, provides information in response to internal and external requests for records and information; disseminates information in keeping with City practices and in compliance with applicable law.
• Assists the City Clerk and Deputy City Clerk with generating and preparing City Council agendas, City Council packets, council meeting minutes, ordinances, resolutions, and proclamations.
• Assists in preparation of City Council meetings including coordinating Council dinners and set up.
• Assists and supports the management of City Elections.
• Cross trains with the Deputy City Clerk to assist with liquor and other general licensing duties.
• Cross trains in Municipal Court to support court processes, serving as a backup Court Clerk on court days and as needed.
• Schedules appointments for passports; processes passport applications, reviews required documentation and identification, and forwards applications to the U.S. Department of State for issuance.
• Responds to passport questions via phone, e-mail, or in person.
• Provides excellent customer service with clear, concise, and accurate information; follows up with customers as needed to ensure satisfaction and closure.
• Performs other related duties and responsibilities as required.

Benefits

• Paid vacation starts at 16 days (that's over 3 weeks!), plus 12 days of sick time and 12 paid holidays each year.
• The City matches up to 8% of your retirement contributions, plus offers a full-spectrum of benefits and perks, including tuition reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: High school or GED