Deputy City Clerk

JOB TITLE:Deputy City Clerk

DEPARTMENT:Administrative Services

SUPERVISOR TITLE:City Clerk

SALARY RANGE:$24.89 - $41.14 per hourCommensurate to experience

Benefits: Health insurance, dental insurance, vision insurance, Life and AD&D insurance, disability insurance, retirement plans with matching, employee assistance programs, education reimbursement, recreation reimbursement program, vacation accrual, sick leave and 11 paid holidays.

SCHEDULE/REMOTE/HYBRID:This position may involve working a variety of schedules, including evenings.Remote and/or hybrid schedules are not available. However, flexible scheduling may be discussed upon hire and supervisor approval.

RELOCATION:This position is located in Greenwood Village, Colorado. Relocation assistance is not provided.

REQUIREMENTS:Five years of responsible records management or administrative experience, with two years in municipal government. Equivalent to completion of the twelfth grade, supplemented by training in records management or computer operations. Possession of, or ability to obtain, an appropriate, valid driver's license and a driving record satisfactory to obtain coverage by the City's insurance carrier. Possession of, or ability to obtain, certification as a Notary Public issued by the State of Colorado.

Accepting applications until 2:00 pm, Friday, September 27, 2024, or until position is filled.

To apply, click the "APPLY NOW" button.

The City of Greenwood Village welcomes your interest in the Deputy City Clerk position in our Administrative Services Department.

As a municipal organization, Greenwood Village is a provider of emergency services.Some emergency situations, including weather related emergencies, may necessitate Greenwood Village employees to assist in areas of work which may not be directly related to the employee's specific job function, but which will be within the physical capabilities, training, and skills of the employee.

Distinguishing Characteristics: The purpose of this position is to provide administrative support, often in a confidential manner, to the City Clerk in all aspects of the City Clerk's Office to ensure the accurate and timely collection, management, and dissemination of reliable information.Typical activities include organization of agendas and packets for City Council meetings; advanced administrative functions related to records management, licensing, and elections; and performing the duties of the City Clerk in the absence of the Clerk.

Essential Functions:

City Council Responsibilities

• Assists in the compilation and preparation of the City Council agenda and packets; prepares electronic Council packets; distributes and posts electronic packet materials, as required; copies, collates, and distributes agenda paper packets, as necessary.
• Answers questions and provides information about ordinances, Council agendas, meetings, and related information.
• In the absence of the City Clerk, attends City Council meetings; composes written minutes of Council meetings.
• Prepares meeting rooms and recording equipment for City Council meetings; arranges meal purchases for meetings, sets up meals prior to meetings.
• Tracks terms of appointments, tracks pending appointments, tracks and maintains applications for the various board and commissions in the Village.

Records Management Functions

• Assists in maintaining the City's records management system; scans records and imports into electronic records management system; prepares indexes and guides to aid in the retrieval of reference material; updates master index; publishes and distrib-utes revised index.
• Maintains and updates lists of holders of Municipal Code, Land Development Code, and the Comprehensive Plan; coordinates the updating of the manuals, including the Document Writing manual, Fee Schedule, Special District Booklet, and Agenda Process manual.
• Provides assistance to the public and City staff; conducts record searches; retrieves files and records; assesses fees as appropriate; responds to official records requests under the Colorado Open Records Act.
• Coordinates codification of all ordinances, minutes, resolutions, long-term contracts, deeds, and related documents, manually and on a computerized file system, which includes tracking ordinances to be codified, submitting items to the Village's codification vendor, proofing code updates to ensure correctness; distributes updates; and maintains records.
• Records all legal documents with the County Clerk and Recorder, as directed.
• Maintains manual and computerized file systems of Village Central Files and documents including recordation.

Election Responsibilities

• Assists candidates; provides information on petition and procedures; verifies signatures on petitions; receives and reviews forms for accuracy; reviews financial disclosure statements.
• Coordinates absentee voting, including receiving and verifying applications, mailing ballots and submitting completed ballots to election judge.
• Coordinates the scheduling of polling places for elections in the City with the City Clerk.
• Contacts and schedules election judges for elections; assists in training judges, as directed.
• Assists in the inspection of polling place during election period; provides assistance and guidance to judges, as required.
• Posts official election results as counted, acts as a liaison between candidates, the public, and the press.
• Prepares statistical reports on election results.
• Acts as Arapahoe County deputy clerk for voter registration.

Administrative Support

• Coordinates the publication of all official legal notices; prepares legal notices; verifies accuracy of legal notices after publication.
• Distributes copies of the municipal code, Land Development Code, and the comprehen-sive plan as requested; collects cash and issues receipts; maintains records on sales transac-tions.
• Assists in the preparation and administration of the City Clerk budget and performance measures; gathers information; compiles data; composes narrative; justifies expenses in budget preparation; monitors expenditures.
• Researches, recommends, and implements technological solutions for management of records, management of legislation or tracking databases; oversees Electronic Document Management Systems, including training of staff.

Clerical Functions

• Assists others in proofing and reviewing work, and in composing letters, reports, and minutes.
• Provides assistance in developing computer applications for various office functions.

Licensing Responsibilities

• Performs duties related to liquor and other licenses as needed to include; new and renewal licenses for Liquor Businesses, Sexual Oriented Businesses, and Escort Businesses; reviews applications for completeness and compliance with liquor and beer regulations; receives and processes fees; forwards application information to various City departments for background investigation and Code compliance; contacts licensees to obtain additional documents; submits applications to City Attorney for review.
• Prepares notices of hearing signs for licensing purposes and other public hearings.

Miscellaneous Duties

• Attends and participates in meetings related to various aspects of the City Clerk's Office and City operations.
• Serve as City Clerk in the Clerk's absence.
• Performs related duties and responsibilities as required.

Position Requirements:

Knowledge and Abilities:

• Principles and practices of records management.
• Business English, spelling and arithmetic.
• Principles and methods of record keeping and report writing.
• Modern office procedures, methods and equipment including a computer and basic software.
• Pertinent Federal, State, and local laws, codes and regulations
• Develop and administer an efficient records management system.
• Learn records retention laws.
• Learn election laws and procedures.
• Comply with all posting and publication guidelines.
• Learn to coordinate municipal elections.
• Develop and administer, program goals, objectives and procedures.
• Type at a speed necessary for successful job performance.
• Interpret and apply Federal, State and local policies, laws and regulations.
• Communicate clearly and concisely, both orally and in writing.
• Meet the physical requirements of the position including frequently sitting at computer for several
• hours; walking or standing for brief periods of time; talking to and hearing customers on
• telephone and in person; using hands to finger through files and control objects;
• reaching with hands and arms; and stooping, bending and kneeling.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Maintain effective audio-visual discrimination and perception needed for successful job performance
• Maintain mental capacity which allows the capability of effectively interacting and communicating with others.

Experience and Training:

• Five years of responsible records management or administrative experience, with two years in municipal government.
• Equivalent to completion of the twelfth grade, supplemented by training in records management or computer operations.

Certificates or Licenses:

• Possession of, or ability to obtain, an appropriate, valid driver's license and a driving record satisfactory to obtain coverage by the City's insurance carrier.
• Possession of, or ability to obtain, certification as a Notary Public issued by the State of Colorado.

Click here to view the full Deputy City Clerk Job description

Equipment Utilized:

Standard office equipment including computers and basic software; motor vehicle.

Contact with Others:

Primary internal contact is with professional, administrative and management staff.Primary external contact is with the general public, other public agencies, and miscellaneous vendors.

Supervisory Requirements:

Receives direction from the City Clerk.Exercises no supervision.

The City of Greenwood Village is dedicated to the principles of the Equal Employment Opportunity Act and prohibits unlawful discrimination against applicants based on race, color, religion, sex, national origin, age over 40, physical or mental disability, veteran status, genetic information, sexual orientation or gender identity.

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