Deputy City Clerk

City of Montrose•Montrose, CO

13h•Hybrid

About The Position

Under supervision of the City Clerk, acts as support for City Clerk in performing related clerk duties. Performs a variety of administrative duties required to expedite the delivery of services. Responsible for oversight of electronic and paper records in compliance with municipal requirements. Administers municipal licenses and permits, assists with municipal elections, maintains cemetery records, coordinates scheduling of various facilities, and provides administrative support for the City Council. In the absence of the City Clerk and Senior Deputy Clerk, perform City Clerk duties: post meeting notices in accordance with state statute, organize City Council meetings to include preparing meeting agendas, packets and minutes, respond to citizen requests, and issue various City licenses and permits. Manage the City's central files by reviewing and organizing materials for filing and scanning. Maintain all records in the City's central files, and in off-site storage in accordance with the Colorado Municipal Records Retention Schedule and the City's records management policies. Manage the off-site storage facility by receiving and indexing materials submitted for storage, retrieving records requested by various department, identifying and segregating records eligible for destruction, and performing data entry for tracking the inventory of items in off-site storage. Provide administrative support for City Councilors by assisting with travel arrangements and accommodations, coordinating RSVPs for events, meetings, and conferences, organizing events hosted by the City Council, and tracking Council sponsorships. Assist with City Council meeting set-up. Assist with liquor licenses and permits, event permits, and other permits issued by the City Clerk's Office. Provide customer service for facility reservations. Administer requests for public records in accordance with state statute and City records management policies; Assist City departments with locating documents and conducting research. Conduct annexation mailings and maintain annexation files in accordance with state statutes. Administer Cedar Creek Cemetery operations by coordinating burials, conducting lot sales, issuing internment agreements, maintaining records and handling requests for information. Assist with municipal election planning, implementation, and follow up. Maintain election records in compliance with state statute and CMRRS after the election process is completed. Provide administrative support for other City departments by posting agendas and preparing minutes for various boards and commissions. Serve as primary administrative support for the Planning Commission and serve as a member of the City event planning committee. Assist Municipal Court with coverage on an occasional basis when requested by the Court Administrator and approved by the City Clerk. Assist with Youth City Council coordination when requested by the Senior Deputy City Clerk.

Requirements

Associate's Degree required from an accredited college
Two years related administrative experience in a fast paced office setting with multi tasking
Confidentiality required
Ability to become a Colorado Notary Public Commission within 90 days of employment
Current Colorado driver's license with acceptable record
Ability to work in a standard office setting
Ability to attend meetings at various sites within and away from the City with some evening and/or weekend hours required
Strength to lift and carry materials up to 20 pounds
Vision to read printed materials and a computer screen
Hearing and speech to communicate with employees and the public

Nice To Haves

Bachelor's degree preferred from an accredited college
Knowledge of municipal government codes and statutes related to City records and applicable federal and state laws, ordinances and regulations preferred
Current Certified Municipal Clerk (CMC) preferred
Ability to obtain CMC Certification within 4 years required

Responsibilities

Post meeting notices in accordance with state statute
Organize City Council meetings to include preparing meeting agendas, packets and minutes
Respond to citizen requests
Issue various City licenses and permits
Manage the City's central files by reviewing and organizing materials for filing and scanning
Maintain all records in the City's central files, and in off-site storage in accordance with the Colorado Municipal Records Retention Schedule and the City's records management policies
Manage the off-site storage facility by receiving and indexing materials submitted for storage, retrieving records requested by various department, identifying and segregating records eligible for destruction, and performing data entry for tracking the inventory of items in off-site storage
Provide administrative support for City Councilors by assisting with travel arrangements and accommodations, coordinating RSVPs for events, meetings, and conferences, organizing events hosted by the City Council, and tracking Council sponsorships
Assist with City Council meeting set-up
Assist with liquor licenses and permits, event permits, and other permits issued by the City Clerk's Office
Provide customer service for facility reservations
Administer requests for public records in accordance with state statute and City records management policies
Assist City departments with locating documents and conducting research
Conduct annexation mailings and maintain annexation files in accordance with state statutes
Administer Cedar Creek Cemetery operations by coordinating burials, conducting lot sales, issuing internment agreements, maintaining records and handling requests for information
Assist with municipal election planning, implementation, and follow up
Maintain election records in compliance with state statute and CMRRS after the election process is completed
Provide administrative support for other City departments by posting agendas and preparing minutes for various boards and commissions
Serve as primary administrative support for the Planning Commission
Serve as a member of the City event planning committee
Assist Municipal Court with coverage on an occasional basis when requested by the Court Administrator and approved by the City Clerk
Assist with Youth City Council coordination when requested by the Senior Deputy City Clerk