Deputy Town Clerk

Town of Hudson•Hudson, CO

7d•$25 - $32

About The Position

The Deputy Town Clerk is responsible for supporting the operations and activities of the Town Clerk’s Office, under the direction of the Town Clerk. The Deputy Town Clerk maintains required records management pursuant to state regulations, is responsible for various licensing processes and requirements for businesses and residents, and serves as acting Town Clerk when assigned. Some night meetings are required to perform the functions of this role. The Town Council meets the 1st and 3rd Wednesdays of the month, and the Planning Commission meets the 2nd Wednesday of the month. All public meetings begin at 6pm, unless publicly scheduled otherwise. The Deputy Town Clerk also assists the Court Clerk as needed.

Requirements

Must possess a High School Diploma or equivalent; Bachelor’s Degree in a related field preferred.
Prior experience working with the general public; good public relations and listening skills.
Ability to type at least 45 words per minute (60 words per minutes preferred) and use word processing software.
Demonstrated experience in office records management.
Must have a valid Driver’s License.
High level of discretion and ability to keep information confidential.
Must be a Notary Public or able to obtain a Notary within six months of hire.

Nice To Haves

At least two (2) years of prior experience working within the public sector profession preferred.
Ability to obtain certification of Certified Municipal Clerk within 4 years.
Knowledge of Colorado State Statues regarding duties and responsibilities of the Deputy/Town Clerk.
Previous experience in meeting transcription strongly desired.
Advanced knowledge and experience in office records management.
Intermediate to advanced knowledge of and ability to create and use financial accounting software and spread sheets; experience with Caselle a plus.

Responsibilities

Attends Council meetings and prepares minutes in the absence of the Town Clerk.
Prepares equipment for and conducts recording and streaming of Town Council, Planning Commission, and Court.
Administers the issuance of business licenses, building permits, peddlers’ permits and any other licenses and permits in accordance with applicable Town ordinances and state regulations.
Assists in overseeing liquor licensing within the Town limits, ensuring compliance with state laws and required regulations and issues liquor licenses for special events.
Assists with billing, processing, and collection of various licenses, including liquor, sales tax, business, and animal licenses.
Posts meeting agendas; prepares and copies meeting packets; ensures agenda is posted on Town website.
Posts all public notices, assists with publications of ordinances, and with certified mailings.
Initiates, organizes, files, safeguards, retrieves and archives a variety of electronic and physical documents, files and records in accordance with state and federal laws that apply to open records, confidentiality and other matters.
Records documents with the County as needed.
Periodically reviews state-approved Records Retention Schedules and purges records according to applicable laws and Town Resolution(s).
Maintains required records management pursuant to state regulations and Town requirements.
Researches, locates and retrieves documents in response to CORA (Colorado Open Records Act) requests.
Assists with cash receipts, utility billing, front desk coverage, and building permits.
Accepts payments received at front desk, issues receipt and provides accounting of revenue, balances receipts.
Performs a variety of standard office correspondence via phone, fax, email and in-person with the public, elected and appointed officials, business owners, organizations, governmental agencies and others in a professional, knowledgeable and considerate manner.
Assists Election Official in all aspects of election duties.
Serves as the recording secretary for the Planning Commission and attends Planning Commission meetings.
Serves at the Town’s Public Information Officer by updating the Town’s website, sending information through “News Flash”, posting on social media with Town news, and managing the Town’s electronic messaging and bulletin boards.
Provides essential cross functional support to the Finance Department, assisting with administrative and operational duties as directed by the Town Clerk or Finance Director.
Assists the Municipal Court Clerk on an as needed basis under the direction of the Town Clerk.
Answer phones and directs calls appropriately; serves as information resource for public contacts and inquiries and follow-up regarding these inquiries. Responsible for billing and collection of various fees and charges.
Responsible for issuing and maintaining records of revenues from taxes, user fees and other service charges.
Processes Town mail, including date-stamping as needed, copying, filing, and distributing documents as needed.
Other duties as assigned.