POSITION SUMMARY
The Deputy City Clerk performs complex, technical and confidential functions relating to the administration, operation, coordination, and management of the City Clerk’s Office. This role is the project manager for any of the following areas of focus: management of City Council, liquor and marijuana licensing, board and commission administration, passport and mail services, and/or municipal elections. This position provides administrative and technical support to the City Clerk, Senior Deputy City Clerk, and Customer Experience Assistants including scheduling of staff, tracking revenue and expenditures, creating reports, and training.
Works with minimal supervision and regularly exercises independent judgement based on a comprehensive knowledge of the City of Englewood’s administrative policies, procedures, Home Rule Charter, City Ordinances, and applicable State Statutes. This position works directly with City Clerk staff, City Manager, Deputy City Manager, City Attorney, City Council and other City employees.
REPORTING RELATIONSHIPS
Reports to: Senior Deputy City Clerk
Direct Reports: None
DUTIES AND RESPONSIBILITIES
The listed examples of work are not intended to be all-inclusive. They may be modified with additions, deletions, or changes as necessary.
Essential Duties & Responsibilities
- Supports the City Clerk in performing the day-to-day functions of the City Clerk's office. Performs duties as City Clerk in the absence of the Sr Deputy Clerk and City Clerk.
- Supports the City Clerk in planning and administration of City elections. Administers the voter registration process, coordination of the Vote and Polling center, candidate packets, and campaign finance filings. Maintains official election records.
- Collaborates with the Records Program & System Manager to establish and maintain the records and information management program for all City documents in compliance with State Statutes.
- Serves as staff liaison to the Election Commission, Liquor and Marijuana Licensing Authority, and other committees or task forces.
- Administers liquor and marijuana licensing process. Reviews all applications and renewals. Meets with applicants. Prepares signs, City exhibits and notices of Public Hearing. Prepares meeting agendas and packets for Liquor and Marijuana Licensing Authority. Serves as advisor for the Authority and prepares minutes, findings of Fact, Conclusions and Authority of Order.
- Manages and coordinates agenda items and packet materials for all City Council meetings. Manages city-wide business processes as related to agenda item creation, review, approval, and publication. Conducts regular training sessions on agenda procedures and software for City employees and members of City Council as needed.
- Attends City Council meetings and study sessions, manages the public comment process, ensures an accurate and complete record is kept of Council proceedings, prepares legal publications related to the meetings, ensures accuracy of statutory guidelines for conducting public meetings and provides necessary follow up for City Council and City Manager. Prepares ordinances, resolutions, and contracts for signature.
- Responds to inquiries regarding Englewood Municipal Code, Charter, liquor and marijuana licensing procedures, and elections. Researches information for the public or City staff as needed.
- Maintains administrative files, including legal documents and all City Records of historical importance.
- Administers maintenance and codification of the City Code, proofreads supplements prior to publication, and assists City departments in verification of Code contents.
- Supports the development and maintenance of the City Clerk’s budget. Monitors monthly expenditure reports against approved budget, assists with the preparation of purchase orders, and submits invoices for payment for the city clerk’s office.
- Manages and coordinates all open records requests submitted to the City under the Colorado Open Records Act (CORA); partners with City Attorney’s Office and advises City employees on compliance and best methods for responses. Administers automated open records request portal or other tools for managing CORA requests.
- Responsible for maintaining, documenting and destroying executive session recordings in accordance with regulations set forth in State Statutes and with the City Attorney’s permission.
- Supports the implementation and administration of the Records Disaster Recovery Plan.
- Implements technology within the City Clerk’s division.
- Maintains and updates the City Clerk webpage.
- Oversees and coordinates Boards and Commissions logistics. Manages the recruitment, appointment and on-boarding process for Board and Commission members, as well as the database of applicants, appointees, and vacancies. Trains and manages staff liaisons for each board and commission.
- Establishes and maintains the scheduling of staff for the HUB and passport services.
- Distributes official correspondence and materials from passport services to all Acceptance Agents.
- Responsible for all facets of the Passport Application Acceptance Program.
- Orders and maintains inventory of office and other departmental supplies and equipment. Tracks expenditures.
- Organizes City Manager weekly report content.
- Monitors postage for passport and mail services programs.
- Provides stats on the passport program and oversees data such as: daily visits and phone calls to HUB, passport appointments and cancelations.
- Resolves minor processing problems; seeks assistance from supervisor or other appropriate staff for issues beyond immediate expertise.
- Maintains appointment booking system for passport services.
- Oversees and monitors the room reservations process.
- Performs customer service duties. Assists employees/customers with questions regarding the passport services program.
- Answers department telephone and responds accordingly.
- Maintains the passport webpage content.
- Receives and distributes mail and packages for City departments.
- Provides general office support duties.
- Active participation in the Colorado Municipal Clerks Association
- Notarize official documents.
Other Duties & Responsibilities
- Performs other duties as assigned and required.
PREPARATION AND TRAINING
An equivalent combination of education, training and relevant job experience may be substituted.
Education
- College degree or equivalent work experience.
- Degree in Public Administration or related field is preferred.
Work Experience
- Three to five years progressively responsible administrative experience. Municipal government experience preferred.
Certifications and/or Licensures
- Designation as a Certified Municipal Clerk (CMC) and/or Certified Records Manager (CRM) is highly desirable.
- Municipal Clerk Certification must be obtained if not currently held within 5 years.
- Must be able to be commissioned as a Notary Public.
- Required Driver’s License: No
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge
- Records and Information Management and best practices
- Agenda Management
- Liquor / Marijuana Licensing
- Colorado Open Records Act
- Process improvement skills
- Ability to establish and maintain effective working relationships with city staff, management, elected officials, and the general public
- Ability to organize and effectively prioritize multiple functions
- Ability to use financial, agenda management, and Electronic Records Management System software.
- Knowledge of the United States Passport regulations and policies.
- Modern office practices and procedures including standard software programs.
Skills and Abilities
- Technical - Strong skills needed to work with Laserfiche, iCompass, Granicus and to generate technical reports. Strong computer skills are necessary
- Communication - Strong customer service skills required to interact with citizens, employees, council members, and management. Strong writing skills needed to compose and create letters, reports, memos, charts and forms. Must be able to multi-task with frequent interruptions. Mustbe able to communicate and work with other departments.
- Must be able to maintain the confidentiality of information.
- Analytical - Strong skills needed to decipher statues and ordinances and correctly apply to duties of the office. Must have a high level of organizational skills and be detail oriented. Must be able to work independently.
- Organizational - Excellent organizational skills and attention to detail.
- Professional - Must be able to work with a high level of confidentiality.
IDEAL CANDIDATE
In addition to the minimum qualifications, the most successful candidate will possess:
- A high degree of sensitivity to the public and constituencies;
- Strong interpersonal skills to interact with all levels of City government;
- Think strategically, anticipate problems, and bring innovative solutions;
- Proactive and effective communicator, both orally and in writing;
- Strong leadership skills;
- Ability to multi-task and prioritize;
- Excellent organizational and research skills with the ability to follow through;
- A proven track record of delivering high-quality, error-free products with tight deadlines;
- Experience with Microsoft Suite and electronic file management;
- Experience with the processing, distribution, publication, and posting of public notices;
- Experience with elections administration;
- Knowledgeable in invoice processing procedures; and
- Demonstrate skill in working with a wide range of people with tact, diplomacy, ethics, and integrity.
WORKING CONDITIONS
Work is performed in a standard office environment, requiring sitting for extended periods of time, and occasional light lifting (up to 15 lbs.). Job requires visual and physical capabilities to perform data entry, filing, and to work on computers and associated equipment for prolonged periods of
time
SALARY RANGE
$59,261 - $88,892/Salary Range
APPLICATION DEADLINE
Open until filled
