Deputy City Clerk

City of Evans•Evans, CO

2d•$60,907 - $73,088•Onsite

About The Position

The Deputy City Clerk is under general supervision and provides administrative functions to coordinate and support the City Clerk’s office, including maintenance of records, licensing, elections, cemetery administration, Council agenda process, and official actions in the absence of the City Clerk. This position assists other assigned staff and the general public with inquiries about City operations, services, ordinances, events, and other information.

Requirements

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.
Knowledge of City codes, regulations, and publications as they relate to elections and licensing.
Skill in implementing and maintaining electronic document and imaging systems.
Ability to accurately transcribe or draft minutes and other documents from audio and other resources.
Ability to effectively review license applications for completeness and conformance with standards.
Ability to perform research of City code, resolutions, and ordinances, and prepare oral and written reports.
High School diploma or equivalent; equivalent combinations of education and experience may be considered.
5 years of professional administrative experience.
Valid Colorado Driver’s License or ability to obtain within six (6) months of hire.
Certified Municipal Clerk (CMC) designation or ability to obtain CMC certification within four (4) years of employment.

Nice To Haves

Bilingual in English and Spanish.
Experience in public/municipal sector.

Responsibilities

Serves as City Clerk, assuming functions and responsibilities of the City Clerk, in the City Clerk’s absence.
Serves as back-up to the City Clerk for City Council and Urban Renewal Authority. Staffs City Council and Urban Renewal Authority meetings as needed; assists with preparing and/or reviewing meeting minutes and City Council and Urban Renewal Authority packets using accuracy and completeness. Prepares notices for public hearings.
Staff Planning Commission, Zoning Board of Appeals, Water and Sewer Board and Parks and Recreation Advisory Board meetings; prepares meeting minutes and packets using accuracy and completeness. Prepares notices for public hearings.
Analyze information/records management needs of the organization’s records system and develop plans that reflect these needs. Develop and implement records program policies, procedures, and organizational structures for information citywide. Develop, review, and maintain departmental/central records retention and disposition schedules. Conduct internal reviews of departmental/central records.
Consult with and provide training to departments and divisions on records management issues including policies and procedures, appropriate organization of media of any type, open records laws, retention schedules, records management best practices, and technological solutions. Serve as records contact person for State Archives and City staff.
Implement technological solutions for managing the process and controlling the flow of documents/records from creation to eventual storage for historical purposes and provide training on the system to city staff.
Supports and assists City Clerk with liquor licensing according to established procedures and in accordance with State Statutes and City Codes. Assists with processing and issuance of other licenses. including Hunting Licenses, Temporary Use Licenses and Animal Licenses.
Supports and assists City Clerk with election duties; recruits and ensures proper training of election staff, responds to inquiries regarding registration and voter information; assists with voter registration and absentee ballot processing.
Supports and assists City Clerk with the Colorado Open Records Act requests, the City’s compliance with applicable law, cemetery records management, coordinating burials in the Evans Cemetery, and Administrative Citation Appeal hearings.
Serves as back up to the Customer Service Unit.
Provides administrative assistance to Legal including conducting legal research, drafting, reviewing, and formatting documents and organizing and maintaining files.
Maintains a thorough knowledge of federal and state statutes, local ordinances, standards, procedures, and trends related to department functions, and ensures their implementation.
Interprets municipal codes and policies for staff; and assists with coordinating larger code revisions with the City Clerk, staff, and legal counsel.
Represents the City in meetings with professional organizations, other public agencies, and the public.
Completes special assignments as requested, including researching, and preparing reports, preparing, and presenting technical information to City employees, City management, and City Council.
Serves as Notary Public.
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.