Deputy Town Clerk - Records (88916)

Town of Erie•Erie, CO

4d•Hybrid

About The Position

The Town of Erie is seeking a Deputy Town Clerk with a specific focus on records management to join their Town Administration team. This role is crucial in supporting the Town’s commitment to organized, transparent, and accessible governance. Under the general guidance of the Town Clerk, the Deputy Town Clerk will lead the maintenance and preservation of the Town’s permanent and inactive records, contributing to the development and ongoing operation of a comprehensive records management program. This includes creating and refining policies, procedures, and processes for managing both paper and electronic records. The Deputy Town Clerk will also serve as a helpful and knowledgeable resource for Town staff and the public, assisting with inquiries related to Town Clerk operations such as Town Council actions, advisory boards and commissions, elections, records, liquor licensing, and permits. This position operates within well-established guidelines, offering opportunities to grow expertise and confidently take on responsibilities independently. All staff are expected to adhere to the Town’s mission, vision, and values of TRUE.

Requirements

High school diploma or equivalent (GED)
Four years progressively responsible administrative or records work in the public sector with exposure to a municipal clerk’s office or function
Ability to obtain designation as Notary Public within six months of hire
Possession of, or ability to obtain a Certified Municipal Clerk (CMC) certification through the International Institute of Municipal Clerks within four years of hire
Working knowledge of relevant office computer systems and high proficiency with Microsoft Office Suite
A combination of education and experience may be considered

Nice To Haves

Bachelor’s Degree in Public Administration or other related field
Laserfiche Administrator experience
Demonstrated records management experience in accordance with regulatory requirements
Records Management Certification (e.g., CRM, CRA or equivalent)
Ability to interpret and apply Colorado retention schedules across multiple record types to ensure compliance and proper lifecycle management.
Working knowledge and experience of state and federal legislation as needed to perform duties including Colorado Revised Statues pertaining to records retention, C.O.R.A. and election law.
Knowledge of applicable town, county, State, and federal statutes, regulations, ordinances and codes.
Excellent verbal and written communication skills to interact professionally with internal and external stakeholders as well as Town residents
Ability to effectively prioritize tasks, meet deadlines and maintain flexibility in a fast-paced environment.
Strong attention to detail in handling confidential or sensitive information.

Responsibilities

Fulfills records requests under the Colorado Open Records Act.
Administers end-user access and security and serves as the point of contact for questions and other requests related to Central Records and Laserfiche.
Collaborates with the Information Technology (IT) Department to integrate records with the Laserfiche content management system.
Identifies and classifies documents and other content according to characteristics such as security level, function, and metadata.
Analyzes records for appropriate retention based on approved records retention schedules (Colorado Municipal Records Retention Schedule).
Assists with management of imaging projects for all departments and assists all departments with Laserfiche technology and best practices for records management.
Assists with preparation of meeting documents; attends Town Council meetings when required or in the absence of the Town Clerk, finalizes legislative materials in accordance with Colorado Revised Statutes.
Prepares and maintains departmental records and reports for meetings, agendas, issues public notification of all official activities and meetings.
Assists with administration of Town-owned cemetery and coordinates with Parks and Recreation for internments.
Backs up the Town Clerk as needed.
Assists with the operation and function of all municipal elections in accordance with State Statutes.
Schedules and coordinates meetings and conferences.
May cover front desk at Town Hall as needed.
Performs general office and administrative duties for the Town Clerk’s office and/or Town Manager’s office including, but not limited to: calendar maintenance, email monitoring, invoice processing, contract maintenance, correspondence, and vendor relations.
Other Records documents with counties.
Notarizes documents for staff members and public.
Performs related work as required and assigned.
Evening meetings required.

Benefits

Robust Medical, Dental and Vision plans including spouse, domestic partner and family coverage options
Supplemental Accident, Critical Illness and Hospital Indemnity Plans
Employer paid Basic Life/Accidental Death & Dismemberment Insurance (AD&D)
Employer paid Short- and Long-Term Disability
Voluntary Supplemental Life/Accidental Death & Dismemberment Insurance (AD&D)
Employer paid Employee Assistance Program
Robust Extended Sick Leave (ESL) and family sick leave program
48 hours of Colorado Sick Leave preloaded on the 1st of every year; pro-rated at time of hire
3 ½ Weeks of Paid Time Off (PTO) per year (increases with years of service)
40 hours of pre-loaded Paid Time Off (PTO)
Fifteen (15) Paid Holidays
Twenty-Four (24) Hours of Paid Volunteer Leave
Up to 12 weeks of paid Parental Leave for bonding with a new child
Option to “sell back” PTO after two years of continuous employment
457 Retirement Plan, with a 5% employer match and immediate 100% vesting in your deferral AND employer contributions
Education reimbursement up to $3,000 per year
Individual free membership to the Erie Community Center and steep discounts on couple or family memberships
Employer sponsored wellness program, including employee-based fitness classes
Childcare benefits which includes 10% discount to any KinderCare location in Colorado
Half-off charging at Town-owned EV charging stations
Pet Insurance
Employee Discount Program through Benefits Hub
Eligible for discount Dell Computer program
Onsite/virtual trainings for growth and development opportunities
Public Service Loan Forgiveness (PSLF)-qualified employer