Senior Assistant City Clerk

City of Greeley•Greeley, CO

3d•Hybrid

About The Position

The Senior Assistant City Clerk – Liquor Licensing performs advanced administrative and regulatory support work for the City Clerk’s Office, with primary responsibility for coordinating the City’s liquor licensing program. This position serves as Secretary to the Liquor Licensing Authority and manages the intake, review, processing, notification, hearing coordination, and recordkeeping associated with liquor license applications and related matters. This position coordinates with City departments and external regulatory agencies on compliance and enforcement matters and supports the City Clerk with Council-related activities, office operations, policies, procedures, and special projects.

Requirements

Associate degree in public administration, business administration, legal studies, paralegal studies, criminal justice, office administration, records and information management, communications, or a closely related field.
One (1) year of experience analyzing and applying processes and procedures.
Obtain Public Notary and Criminal Justice Information Services (CJIS) Certification within 6 months of employment.
Possession of a valid driver’s license.
Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job.

Nice To Haves

Bachelor’s Degree in Public Administration, business administration, legal studies, communications, or a closely related field
Three (3) years’ analyzing and applying processes and procedures.
Knowledge of municipal government operations, City Clerk functions, office administration, and records retention practices.
Knowledge of applicable laws, regulations, policies, procedures, and public notice requirements related to assigned City Clerk functions.
Ability to interpret and apply statutes, ordinances, policies, and procedures accurately and consistently.
Ability to coordinate meetings, hearings, agendas, packets, minutes, and related administrative materials.
Ability to process, track, and maintain accurate records for licenses, permits, applications, and other official documents.
Ability to prepare clear and professional correspondence, reports, policies, procedures, presentations, and public-facing materials.
Ability to communicate effectively and provide courteous, responsive service to the public, business owners, City staff, elected officials, and external agencies.
Ability to research questions, gather information, and resolve issues using sound judgment and established procedures.
Ability to organize and prioritize multiple assignments, deadlines, and projects while maintaining attention to detail.
Ability to exercise discretion and maintain confidentiality when handling sensitive information.
Ability to collaborate effectively with internal departments, law enforcement, regulatory agencies, and other stakeholders.
Proficiency in Microsoft Office applications, records management systems, and standard office equipment.

Responsibilities

Researches and obtains information from the Colorado Department of Revenue and other applicable regulatory agencies to ensure liquor licensing activities comply with current statutes, regulations, City ordinances, policies, and procedures.
Responds to inquiries from business owners, applicants, attorneys, and members of the public regarding liquor licensing requirements, application processes, hearing schedules, deadlines, and related compliance matters.
Provides accurate and courteous information regarding City Clerk’s Office services, general City operations, and appropriate resources for members of the public seeking assistance with City-related questions or concerns.
Serves as Secretary to the Liquor Licensing Authority (LLA) by receiving, reviewing, and processing liquor license applications, renewals, transfers, modifications, special event permits, and related documentation.
Reviews liquor licensing applications for completeness; identifies missing information; communicates requirements and next steps to applicants; and coordinates documentation needed for administrative review.
Prepares LLA agendas, hearing packets, staff materials, correspondence, notices, and supporting documents in accordance with established timelines and legal requirements.
Records, prepares, and maintains accurate minutes and official records for LLA hearings and meetings, including decisions, findings, conditions, and follow-up actions.
Coordinates the administrative review team process for liquor licensing applications by distributing materials, tracking comments and approvals, communicating with participating departments, and ensuring timely completion of reviews.
Schedules, coordinates, and supports monthly LLA hearings and special meetings, including managing meeting logistics, applicant notifications, public access, materials, and post-hearing follow-up.
Prepares and coordinates required newspaper publications, public notices, property postings, affidavits, and other notifications associated with licensing hearings and applications.
Collaborates with the Greeley Police Department and other City departments regarding liquor license compliance, enforcement concerns, training opportunities, background information, and licensing-related follow-up.
Maintains complete, accurate, and confidential liquor licensing files and City Clerk’s Office records in accordance with applicable records retention schedules, legal requirements, and City policies.
Provides telephone and front-desk coverage for the City Clerk’s Office; greets and assists customers, directs inquiries to appropriate staff or departments, and supports daily office operations.
Assists the City Clerk with City Council support activities, including preparation of materials, coordination of assigned administrative tasks, and completion of office projects and special assignments.
Develops, updates, and maintains departmental policies, procedures, forms, handbook content, and customer guidance materials to support consistent service delivery and regulatory compliance.
Prepares and delivers presentations, communicates information clearly to varied audiences, and collaborates effectively with City staff, applicants, external agencies, and community stakeholders.