District Clerk

Pueblo West Metropolitan District•Pueblo West, CO

4d•Hybrid

About The Position

Under the direction of the Chief Administrative Officer, the District Clerk performs professional-level administrative support for the District to facilitate the duties of the Board of Directors and Executive Management Group. The position assists with preparation and submittal of relevant budgets, timecards, legal documents, and correspondence, maintaining a calendar for meetings and deadline tracking purposes, directing telephone calls, and overseeing the District records management program. Employee performs normal reoccurring assignments on their own and refers new and unusual assignments, or policy matters, to their supervisor.

Requirements

Knowledge of office procedures and practices.
Understand applicable District policies and processes necessary to provide administrative support.
Familiar with paper and electronic filing systems.
Knowledge of records management principles.
Basic computer and office equipment operation.
Strong verbal, written, and typed communication skills.
Exceptional organizational skills- including managing workflow and priorities.
Application of Microsoft Office Programs.
Utilize positive and professional communication skills.
Ability to communicate effectively with internal and external customers.
Respond courteously to complaints and inquiries.
Must be able to deal with confrontational situations.
Ability to prepare, review, edit, and proofread a variety of documents.
Speak and write clearly and concisely.
Ability to work independently as well as to function as part of an effective team.
Maintain confidentiality.
Ability to effectively practice conflict management to resolve interpersonal conflict.
Ability to identify and recommend solutions to problems in a timely manner.
Bachelor’s degree.
Must have and maintain a valid Colorado Class “R” driver’s license.
One (1) year of administrative assistant experience or legal assistant experience.
Commissioned Notary Public – Active Upon Hire

Nice To Haves

Knowledge of legal terms and state or federal filing procedures
Knowledge of budget preparation and submittal requirements
Master’s degree in a relevant field.

Responsibilities

Reviews meeting agenda packet compilation, preparation, and distribution; records and transcribes minutes for the special and regular meetings and public hearings of the Board of Directors in support of the Board Secretary’s duties, attends meetings and documents follow-up on meeting action items.
Oversees the meeting agenda process; prepares agenda, coordinates supporting documentation, and publishes required notices, agendas, and documentation in accordance with laws and policies.
Plans and uses resources; prepares or assists in the preparation of the budget for the Board and Administration Departments, negotiates contracts, and approves budgeted expenditures.
Processes purchase orders, invoices, vouchers, purchasing cards, fuel cards, personnel requisitions, and maintenance requests.
Enters and inputs Board member hours for pay purposes.
Supervises and oversees the District’s records retention programs, including the complete lifecycle of electronic/paper records and files in accordance with laws and policies.
Maintains and oversees CivicPlus and MyClerk accounts, or relative programs dedicated to agendas and requirements specific for the Board of Directors.
Researches, collects, reviews, and communicates information with General Counsel and the Senior Leadership Group for information requests, to draft or assist in drafting legal documents and correspondence, and prepare reports.
Provides administrative support to the Executive Management Group along with support with committee agendas, meetings, and minutes.
Be advocates promoting health and safety in the workplace.
Embodies the District Core Values.
Performs other duties as assigned.