City Clerk

City of Evans•Evans, CO

5d•$107,900 - $151,060•Onsite

About The Position

Under the general direction of the City Manager, the City Clerk leads and administers the City Clerk’s Office and serves as a key municipal governance professional. The position provides expert administrative and procedural guidance to the City Council, City Manager, Urban Renewal Authority, and City departments on legislative processes, official records, elections, public access to government information, licensing, and other assigned statutory and municipal responsibilities. The City Clerk safeguards the integrity and accessibility of official City records; oversees accurate, timely, and legally compliant governance processes; and manages assigned cemetery functions. The position exercises considerable independent judgment, maintains political neutrality and confidentiality, develops staff and systems, and elevates matters requiring executive direction or legal interpretation to the City Manager or City Attorney, as appropriate.

Requirements

Manages and organizes resources, people, and workflow in a safe learning environment through open communication, budget management, professional development, and continuous improvement while demonstrating flexibility and resilience to meet objectives.
Functions as an advisor for departments using independent judgment and decision making to provide the necessary guidance to achieve operational and long-range results.
Employee possesses the knowledge, skills, and abilities to perform all the essential duties of the job safely and satisfactorily, including, but not limited to municipal governance, teamwork, problem-solving, relationship-building, customer service, detail oriented, technology/equipment proficiency, policy adherence, time management, result-orientation, research and analyzing data, decision-making, self-motivation, stewardship, integrity, and upholding our EDGE core values.
Ability to listen to, read, understand, and communicate the English language both orally and in writing so others can understand, such as correspondence, report writing, and emails.
To support consistent high-quality service for our community and each other, it is the expectation of all employees to be punctual and have good attendance and to communicate effectively for scheduling conflicts or when taking leave according to city policy.
Thorough working knowledge of municipal governance, Council meeting procedures, records retention, public records administration, election processes, and applicable Colorado municipal statutes and regulations.
Ability to apply policies and procedures independently, identify issues requiring legal counsel, manage competing statutory deadlines, and maintain meticulous records and documentation.
Strong written and oral communication, diplomacy, customer service, supervisory, budget, organizational, research, and analytical skills.
Proficiency with agenda management, electronic records and document management, office productivity tools, and the ability to implement improved systems and workflows.
Ability to work collaboratively with City Council, executive leadership, department directors, outside agencies, and the public while remaining impartial and maintaining appropriate confidentiality.
As a member of the City of Evans team, employees are privileged to serve each other and the community, therefore, will be asked to perform additional duties as assigned.

Nice To Haves

Current Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) designation.
Direct municipal election administration experience, including candidate processes, campaign finance, ballot measures, and coordination with a county election office.
Experience administering CORA requests, electronic records systems, and municipal legislative documents.
Colorado notary public commission or ability to obtain within six months of hire.
Bilingual in English and Spanish.
Experience in public/municipal sector.

Responsibilities

Serves as Clerk to the City Council and Urban Renewal Authority; coordinates meeting calendars, agendas, supporting materials, packets, minutes, and accurate documentation of official actions.
Oversees the preparation, execution, certification, publication, indexing, and permanent preservation of ordinances, resolutions, minutes, and other official legislative documents; maintains the official municipal code and coordinates code updates with departments and legal counsel.
Coordinates public notices and procedural compliance with applicable open meetings requirements, adopted rules, and City policies; seeks legal guidance on questions of legal interpretation.
Coordinates appointments, vacancies, and official records for City boards and commissions; provides procedural support and training as assigned.
Coordinates contracts for municipal judge and legal services and facilitates Council’s periodic review of those services as directed; maintains appropriate separation between administrative coordination and legal advice.
Serves as custodian of designated official City records and coordinates administration of requests under the Colorado Open Records Act (CORA), including response tracking, deadlines, lawful disclosure, and consultation with the City Attorney on exemptions or sensitive requests.
Leads Citywide records management practices, including classification, retention, retrieval, preservation, authorized disposition, and employee training in accordance with applicable retention schedules and law.
Administers and improves electronic document and records systems, indexing, searchability, access controls, and appropriate protection of confidential or privileged records; coordinates with departments that maintain specialized records.
Maintains the official City seal and authenticates or certifies City documents when authorized.
Performs the duties of the designated municipal election official to the extent assigned by applicable law and City policy; plans and coordinates regular and special municipal elections.
Coordinates candidate filings, nomination petitions, ballot language and certification, public notices, campaign finance filings, and initiative, referendum, and recall processes, as applicable.
Works with the Weld County Clerk and Recorder, Colorado Secretary of State, City Attorney, election vendors, and election workers to ensure accurate, impartial, secure, and timely election administration.
Maintains election procedures, calendars, training, and official election records; provides neutral information to candidates and the public.
Administers liquor licensing processes, including new applications, renewals, transfers, and special event permits, consistent with state law, City code, and applicable licensing authority decisions.
Oversees Evans Cemetery records and burial scheduling; coordinates with funeral homes, families, and City staff to maintain accurate records and respectful service.
Coordinates other licensing, permits, certifications, and notarial functions assigned to the City Clerk’s Office.
Directs departmental operations, work plans, budget requests, expenditures, staffing, performance expectations, professional development, and continuous improvement.
Develops documented procedures, internal controls, cross-training, and succession coverage for Council meetings, elections, records, licensing, and cemetery administration.
Advises the City Manager and departments on procedural and operational risks; identifies compliance concerns promptly and coordinates with the City Attorney when legal analysis is necessary.
Exercises sound judgment, discretion, political impartiality, integrity, and confidentiality in interactions with elected officials, employees, candidates, businesses, and residents.
Promotes transparency, accessible public information, responsive service, effective technology, and accurate, timely completion of statutory and organizational obligations.
Represents the City in professional and intergovernmental settings; researches and presents reports and recommendations; maintains current knowledge of applicable laws, professional standards, and municipal best practices.
Performs other related duties as assigned consistent with the nature and level of the position and the City’s EDGE values: Empower, Deliver, Grow, Engage.