Deputy City Clerk

Commerce City Colorado is seeking a Deputy City Clerk position. If you are interested, or know of someone who may be, please have them follow this link to apply.  https://urldefense.proofpoint.com/v2/url?u=http-3A__www.c3gov.com_explore_jobs&d=DwIFAg&c=pZJPUDQ3SB9JplYbifm4nt2lEVG5pWx2KikqINpWlZM&r=b5NZPQUb9_r2rQ3Zd74ATT3aSs9yKyRnJLOhqJvd7fE&m=c-rgtA7gsBFiVe1soxPmGrgcg5OT26S46G_KyKeTg8A&s=zNueNuSTCnIDgiOdRcbmGrRpgiOicE9p-FihClAiIBo&e=

SALARY RANGE
$25.39 – $32.76 Hourly
$2,031.13 – $2,620.81 Biweekly
$52,809.33 – $68,141.01 Annually
GENERAL PURPOSE:

Under general direction of the City Clerk, performs complex and moderately complex administrative functions for the City Clerk’s office to coordinate and support Agenda Management, Boards and Commissions, Records Management while assisting the City Clerk with day-to-day functions of the City Clerk’s Office. The Deputy City Clerk assumes the responsibility of City Clerk in his/her absence.

ESSENTIAL DUTIES & RESPONSIBILITIES:
• Assists the City Clerk in performing the day-to-day functions of the City Clerk’s Office
• Acts on behalf of, and in the capacity of, the City Clerk in his/her absence
• Shares with the City Clerk the duties associated with attendance at City Council meetings
• Executes legal documents including ordinances, resolutions, contracts, etc.
• Participates in the preparation of short term-and long range plans for the City Clerk’s Division
• Administers municipal elections in conjunction with the City clerk and in accordance with state and local laws
• Coordinates the examination, verification and certification of all nomination, initiative, referendum and recall petitions
• Disseminate information to citizens, the City Council, staff and other governmental agencies
• Research and interpret state statutes, municipal code and charter and other documents governing elections, liquor licensing, marijuana licensing, business licensing. Monitors legislative changes and implements changes in accordance with new laws and regulations
• Uses City software applications following approved standards and guidelines
• Supports City Clerk in the codification of all ordinances and charter amendments and distribution of all supplements to the Municipal Code and charter
• Establishes priorities and meets deadlines
• Follows verbal and written directions for completing assignments.
• Accepts constructive input and implements suggestions for improvement.
• Maintains strict confidentiality of all sensitive information and documents
• Promotes a culture of safety in the workplace and reports safety hazards when observed
• Manages the production of the city council agenda taking in documents from all city departments, as well as outside presenters, adhering to strict deadlines and short turnaround time
• Prepares, copies and distributes weekly City Council packets in both electronic and paper format
• Meets weekly with executive level management and legal counsel to develop City Council meeting schedules
• Converts all agenda items to electronic format
• Creates Council voting agendas on IVote Software
• Create PowerPoint presentations for City Council Meetings
• Post agendas and ordinances online and atrium
• Prepares and breaks down chambers for City Council Meetings
• Creates and maintains City Council meeting schedule
• Coordinates with all departments to collect agenda items within a tight deadline
• Utilizes Enterprise Content Management System (ECM) to permanently archive agenda documents
• Maintains Council meeting schedule on the events calendar on the city’s website
• Reviews agenda for technical errors
• Coordinates codification of ordinances
• Point of contact for day-to-day Records and Information Management (RIM)
• Provide support for the implementation of a Records and Information Management (RIM) program
• Assists in the design of RIM program by relating the business processes/functions and legal and operational issues to records management and retention requirements
• Resolves problems with records management by effective use of software and other information management resources
• Develop outreach programs to promote excellence in Records and Information Management (RIM) and be able to identify potential areas of improvement
• Perform audits and surveys of Records and Information Management (RIM) within all city departments
• Ensure applicable retention schedules are update, centralized and easily accessible to all city employees
• Conduct yearly training on records management and destruction of city records
• Process passport application
• Assist with main reception duties as needed
MINIMUM QUALIFICATIONS:

Associates degree in library science, public administration or related field and at least five years of progressively responsible administrative clerical experience required.  Certification as a Municipal Clerk is preferred and will be required within four years of employment. An equivalent combination of education, training and experience which provides the required knowledge, skills and abilities may be considered. Must possess or have the ability to obtain a valid Notary Public license and passport certification.

Knowledge, Skills, and Abilities:

• Knowledge of the principles, practices, programs, policies and procedures of municipal government
• Knowledge of municipal ordinances, election, statutes, liquor statutes, C.O.R.A. and Open Meetings Act
• Strong knowledge of office, file, database and records management
• Skill in communicating with a variety of individuals and groups over the phone and in person in an effective and concise manner
• Skill in preparing and presenting information and training to large and small groups
• Ability to clearly and accurately answer citizen and customer questions regarding all aspects of the City Clerk’s office
• Ability to compose business letters, minutes, reports, and proposals using prescribed format and conforming to all rules of punctuation, grammar, diction and style
• Ability to record and deliver information and follow oral and written instructions
• Bilingual in Spanish is preferred.
EQUIPMENT USED, WORK ENVIRONMENT AND PHYSICAL ACTIVITIES:
• Driving: May drive a City vehicle in the routine performance of duties
• Office equipment: Operates all standard office equipment
• Computer equipment: Uses Microsoft Office applications and specialized software for publishing and distributing City information
• Other equipment: Uses document imaging and electronic data storage equipment and software
• Language skills: Reads and interprets documents, instructions business and professional publications and government regulations. Writes letters, reports, proposals, procedure manuals, and correspondence using proper spelling, grammar, and style; Presents information and responds to questions from Council and Board members, co-workers and managers, and the general public
• Mathematical skills: Performs routine mathematical calculations including fractions, decimals, ratios, percent, and proportions. Interprets a variety of graphs and charts
• Reasoning ability: Defines problems, collects data, establishes facts, and draws conclusions using a variety of concrete and abstract variables; makes independent judgments in the absence of supervision
• Physical activities: Office environment includes generally sedentary work while sitting, with occasional standing, walking, bending, reaching, and stooping. Requires hand and finger dexterity to operate routine office equipment
• Lifting: May lift and carry up to 20 pounds occasionally
• Vision and hearing: No special requirements
• Exposure to environmental conditions: Office environment with no extreme environmental conditions

 

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