Deputy City Clerk

City of Arvada•Arvada, CO

1d•$37 - $51

About The Position

The City of Arvada is seeking a detail-oriented and customer-focused Deputy City Clerk to support daily operations of the City Clerk’s Office, with primary responsibility for liquor licensing and municipal licensing programs. The role also supports elections, public records, City Council meetings, and official records, and serves as Acting City Clerk in the City Clerk’s absence. The Deputy City Clerk administers licensing programs; interprets and applies relevant laws and regulations; coordinates licensing proceedings and reviews; maintains official records and systems; and advises applicants, licensees, City staff, elected officials, and the public. The position also performs a range of City Clerk functions, including support for elections, public records requests, City Council meetings, legal notices, boards and commissions, and municipal documents. The role requires professional representation of the City Clerk’s Office at meetings, hearings, training sessions, and other City and community activities, including activities outside regular business hours as needed. The position requires a high school diploma or GED. Five years of progressively responsible secretarial and administrative experience and three years of related experience in a city or county setting are required. A valid Colorado driver’s license and acceptable driving record are required. The successful candidate must pass a criminal background check and driving record check if required by the position and obtain and maintain CJIS Certification. The position is primarily sedentary, with minimal physical effort, occasional lifting and carrying of light objects, and routine office noise and equipment.

Requirements

High school diploma or GED.
Five years of progressively responsible experience in secretarial and administrative work.
Three years of related experience in a city or county setting.
Advanced knowledge of state and local liquor licensing laws, regulations, policies, procedures, and administrative requirements.
Strong knowledge of federal, state, and local laws and regulations applicable to municipal licensing and City Clerk functions, including the Colorado Constitution, Colorado Revised Statutes, Colorado Code of Regulations, City Charter, and City Code.
Strong knowledge of open meetings, open records, public records, records retention, and municipal records management requirements and practices.
Strong knowledge of municipal government operations, including public hearings, legal notices, official municipal documents, and other City Clerk functions.
Ability to research, interpret, and apply complex laws, regulations, ordinances, policies, and procedures; analyze issues; exercise independent judgment; and develop recommendations.
Strong organizational and project management skills, including managing multiple priorities, meeting deadlines, maintaining accurate records, and adapting to changing requirements.
Strong written and verbal communication skills, including explaining complex requirements, providing guidance and training, and presenting information effectively.
Strong customer service and interpersonal skills, including professionally handling difficult or sensitive situations and establishing effective working relationships.
Proficiency with computer applications, databases, document management systems, and relevant technology, and ability to learn and implement new systems.
Ability to maintain accurate and confidential records and appropriately handle sensitive information.
Ability to work independently with limited supervision and collaboratively as part of a team.
Ability to attend meetings, hearings, training, events, and other City activities outside regular business hours as needed.
Ability to operate a motor vehicle.
Valid Colorado driver’s license and acceptable driving record.
Must pass a criminal background check and a driving record check, if required by the position.
Must obtain and maintain a Criminal Justice Information Services (CJIS) Certification.

Nice To Haves

Associate’s or Bachelor’s degree in Public Administration, Business Administration, Political Science, Government, Paralegal Studies, or a related field.
Notary Public designation, or ability to become a Notary Public.
City Clerk experience.
Experience administering liquor licensing programs or other complex regulatory licensing programs.
Experience interpreting and applying federal, state, and local laws and regulations.
Experience working with public hearings, elected officials, regulatory agencies, municipal records, or other City Clerk functions.
Experience leading the work of others.

Responsibilities

Serve as Acting City Clerk in the City Clerk’s absence and perform authorized City Clerk duties consistent with applicable laws, the City Charter and Code, and City policies.
Provide staff training and guidance on licensing procedures, City Clerk functions, records, systems, and applicable requirements; perform assigned administrative functions such as purchasing, accounts payable, and expense reimbursements.
Administer liquor licensing and assigned municipal licensing programs, including applications, renewals, transfers, ownership changes, temporary permits, manager registrations, special events, and other licenses.
Review licensing applications for completeness and compliance; coordinate required investigations and reviews; and prepare and issue licenses, notices, correspondence, and related documents.
Interpret and apply applicable federal, state, and local laws, regulations, policies, and procedures; advise applicants, licensees, City staff, elected officials, and the public; resolve complex regulatory issues; monitor changes; and coordinate with City departments, the City Attorney’s Office, state agencies, and other agencies.
Coordinate Liquor Authority proceedings, including preparing agendas, staff reports, notices, and meeting materials; attending meetings; recording minutes and official actions; documenting violations after hearings; distributing notifications; coordinating board member payments; and maintaining official records.
Assist with City Clerk functions related to elections, Colorado Open Records Act requests, legal notices, notarization, annexation notices, boards and commissions, City Council meetings and agenda packets, and maintenance and codification of City policies, ordinances, resolutions, and City Code provisions.
Maintain licensing and City Clerk records, databases, tracking systems, and official documents; coordinate required filings and recordings; monitor applications and deadlines; generate reports; and identify opportunities to improve records management and operational efficiency.
Analyze complex administrative and regulatory issues, evaluate alternatives, and develop recommendations consistent with applicable requirements and organizational objectives.
Establish and maintain effective working relationships with City staff, management, elected officials, applicants, licensees, regulatory agencies, and the public; represent the City Clerk’s Office professionally at meetings, hearings, training sessions, and other activities.
Travel to and attend team and organizational meetings, training, events, and activities, representing the department professionally.
Perform other duties as assigned.