Current jobs related to Deputy City Clerk - Englewood, Colorado - Greenwood Village CO Defunct

The Greenwood Village CO Defunct is seeking a highly skilled and experienced Deputy City Clerk to join our Administrative Services Department. As a key member of our team, you will provide administrative support to the City Clerk, ensuring the accurate and timely collection, management, and dissemination of reliable information.

• City Council Responsibilities
  • Assist in the compilation and preparation of the City Council agenda and packets.
  • Prepare electronic Council packets and distribute and post electronic packet materials as required.
  • Copy, collate, and distribute agenda paper packets as necessary.
  • Answer questions and provide information about ordinances, Council agendas, meetings, and related information.
  • In the absence of the City Clerk, attend City Council meetings and compose written minutes of Council meetings.
  • Prepare meeting rooms and recording equipment for City Council meetings and arrange meal purchases for meetings.
  • Track terms of appointments, track pending appointments, and maintain applications for the various board and commissions in the Village.
• Records Management Functions
  • Assist in maintaining the City's records management system and scan records and import into electronic records management system.
  • Prepare indexes and guides to aid in the retrieval of reference material and update master index.
  • Publish and distribute revised index.
  • Maintain and update lists of holders of Municipal Code, Land Development Code, and the Comprehensive Plan.
  • Coordinate the updating of the manuals, including the Document Writing manual, Fee Schedule, Special District Booklet, and Agenda Process manual.
  • Provide assistance to the public and City staff, conduct record searches, retrieve files and records, assess fees as appropriate, and respond to official records requests under the Colorado Open Records Act.
  • Coordinate codification of all ordinances, minutes, resolutions, long-term contracts, deeds, and related documents, manually and on a computerized file system.
  • Record all legal documents with the County Clerk and Recorder as directed.
  • Maintain manual and computerized file systems of Village Central Files and documents, including recordation.
• Election Responsibilities
  • Assist candidates, provide information on petition and procedures, verify signatures on petitions, receive and review forms for accuracy, and review financial disclosure statements.
  • Coordinate absentee voting, including receiving and verifying applications, mailing ballots, and submitting completed ballots to election judge.
  • Coordinate the scheduling of polling places for elections in the City with the City Clerk.
  • Contact and schedule election judges for elections, assist in training judges as directed, assist in the inspection of polling place during election period, provide assistance and guidance to judges as required, post official election results as counted, and act as a liaison between candidates, the public, and the press.
  • Prepare statistical reports on election results and act as Arapahoe County deputy clerk for voter registration.
• Administrative Support
  • Coordinate the publication of all official legal notices, prepare legal notices, verify accuracy of legal notices after publication, distribute copies of the municipal code, Land Development Code, and the comprehensive plan as requested, collect cash and issue receipts, and maintain records on sales transactions.
  • Assist in the preparation and administration of the City Clerk budget and performance measures, gather information, compile data, compose narrative, justify expenses in budget preparation, and monitor expenditures.
  • Research, recommend, and implement technological solutions for management of records, management of legislation or tracking databases, oversee Electronic Document Management Systems, including training of staff.
• Clerical Functions
  • Assist others in proofing and reviewing work, and in composing letters, reports, and minutes.
  • Provide assistance in developing computer applications for various office functions.
• Licensing Responsibilities
  • Perform duties related to liquor and other licenses, including new and renewal licenses for Liquor Businesses, Sexual Oriented Businesses, and Escort Businesses, review applications for completeness and compliance with liquor and beer regulations, receive and process fees, forward application information to various City departments for background investigation and Code compliance, contact licensees to obtain additional documents, and submit applications to City Attorney for review.
  • Prepare notices of hearing signs for licensing purposes and other public hearings.
• Miscellaneous Duties
  • Attend and participate in meetings related to various aspects of the City Clerk's Office and City operations.
  • Serve as City Clerk in the Clerk's absence.
  • Perform related duties and responsibilities as required.