Deputy Town Clerk

POSITION: Deputy Town Clerk

EXEMPT STATUS: Non-Exempt,

Full-time 40 hours per week

DEPARTMENT: Administration

REPORTS TO: Town Clerk

GRADE: 140

PAY RANGE HOURLY: $26.40-$36.95 DOE.

BENEFITS: The Town offers an excellent benefits package including full health, dental, and vision coverage for the employee, including insurance deductible reimbursement, and partial coverage for family health, dental, and vision; short- and long-term disability and life insurance; and a retirement contribution package. Benefits include paid holidays, bereavement leave, parental leave, vacation accrual, sick leave, and more.

SUMMARY

The Deputy Town Clerk is responsible for organizing and maintaining a variety of records; including preparing, authenticating, certifying, and recording numerous documents. The Deputy Town Clerk serves the public, supporting all aspects of the Town Council, Planning Commission, and various Committees/Boards, assisting with elections and liquor licensing, and serving as the Municipal Court Clerk.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. New or unusual assignments may require additional instruction and supervisory review. The incumbent is responsible for effectively managing his or her workload to achieve departmental goals. He/she assures that responsibilities are performed in compliance with federal and state regulations.

· Attends Town Council/Committee/Commission meetings, prepares minutes, prepares equipment, and conducts recording/streaming of meetings as needed.

· Maintains a thorough knowledge of federal and state statutes, local ordinances, standards, procedures, and trends related to department functions and ensures their implementation.

· Assists in administering the issuance of business licenses, solicitor licenses, and any other licenses and permits following applicable Town ordinances and state regulations.

· Assists in overseeing liquor licensing within the Town limits, ensuring compliance with state laws and required regulations, and issuing liquor licenses for special events as needed.

· Posts meeting agendas; prepares and copies meeting packets; ensures agenda is posted on the Town website. Update/maintain the Town’s website as necessary.

· Posts all public notices, publishes ordinances, and assists in certified mailings.

· Initiates, organizes, files, safeguards, retrieves, and archives a variety of electronic and physical documents, files, and records in accordance with state and federal laws that apply to open records, confidentiality, and other matters.

· Records documents with the County as needed.

· Periodically reviews state-approved Records Retention Schedules and purges records according to applicable laws and Town Resolution(s). Assists with Colorado Open Records Act requests and the Town’s compliance with applicable laws.

· Processes Town mail, including date-stamping as needed, copying, filing, and distributing documents as needed.

· Assists with phone coverage, cash receipting, utility billing, front desk coverage, office supply ordering, and accounts payable processing.

· Assist with managing, tracking, and administering grants, RFPs, and special projects.

· Performs a variety of standard office correspondence via phone, fax, email, and in-person with the public, elected and appointed officials, business owners, organizations, governmental agencies, and others in a professional, knowledgeable, and considerate manner.

· Assists Election Officials in all aspects of election duties.

· Adheres to safety policies by observing and correcting safety hazards and participating in safety-related training.

· Provides backup in the absence of Town Clerk, including attending public meetings, and night meetings as needed, administering oaths to public officials, and other responsibilities as assigned.

· Acts as a notary public and maintains the required certification to do so.

MUNICIPAL COURT CLERK DUTIES AND RESPONSIBILITIES ARE:

• Receives and records all citations for Municipal Court.
• Prepares and maintains case histories and responds to questions regarding case status.
• Schedules all court hearings and notifies all parties involved including the judge, Prosecuting Attorney, Police Department, witnesses, and potential jurors.
• Receives and processes pleas from Municipal Court for traffic, parking, and misdemeanor violations.
• Attends all Municipal Court sessions; monitors and transcribes Court recordings as needed.
• Schedules court continuances and prepares default paperwork and warrant issuances as needed.
• Collects fees, fines, and other payments, makes arrangements for fee schedules, and issues receipts utilizing collection agency as Court ordered.
• Sends motor vehicle convictions and fine payment information to the Colorado Department of Motor Vehicles Division.
• Maintains and manages court records including archival, retention, and responses to record requests.
• All other duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Knowledge: Thorough knowledge of office practices, office procedures, office terminology, and equipment. Working knowledge of state laws, local bylaws and town government procedures. Working knowledge of applicable office and financial software programs.

Ability: Ability to interact positively and effectively with employees and the general public. Ability to communicate effectively, orally and in writing. Ability to use a personal computer and related office software. Ability to maintain detailed and accurate records and to execute oral and written instructions in a precise manner.

Skill: Excellent planning and organization skills. Excellent employee relations and public relations skills and ability to handle multiple tasks. Good judgment integrity and ability to maintain effective staff and community relations. Skill in typing. Experience with word processing and spreadsheet computer skills. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill, and/or ability required:

• General knowledge of office practices and procedures including basic filing.
• Ability to communicate effectively both orally and in writing utilizing proper grammar.
• Ability to perform professionally, with ethics integrity, and confidentiality.
• Ability to work with little supervision and exercise independent judgment.
• Ability to operate a personal computer with proficient skills in Excel, Outlook, Word, and Caselle/Tyler software.
• Ability to accurately record and maintain records.
• Ability to establish and maintain effective working relationships with employees and citizens.
• Ability to prioritize multiple tasks and simultaneous demands, organizing and completing tasks according to their importance.

EDUCATION & EXPERIENCE

· High School diploma or G.E.D. with some college preferred.

· Two years of administrative or Municipal Government office management experience preferred.

· Prior Municipal Court Administrative experience preferred.

· Any equivalent combination of education and experience may be considered.

CERTIFICATES AND LICENSES

• Notary Public required or must have the ability to obtain within 30 days of employment.
• Must be able to maintain security clearance to CBI/CCIC databases.
• Certified Municipal Clerk and Court Clerk desired.
• Must be able to achieve a Colorado Municipal Clerk certification within three (3) years of employment.
• Must have a valid Drivers License with a good driving record.

PHYSICAL DEMANDS AND WORK ENVIRONMENT PHYSICAL AND MENTAL REQUIREMENTS

Minimal physical effort is generally required in performing duties under typical office conditions. The position requires the ability to operate a keyboard and standard office equipment at an efficient speed. The employee is frequently required to use hands to finger, handle, or feel objects, tools, or controls, and reach with hands and arms. The employee is frequently required to sit, talk and hear. Specific vision requirements include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

· Frequently lift and/or move up to 10 pounds and occasionally up to 25 pounds.

· Prolonged periods sitting at a desk and working on a computer.

· Office environment with frequent interruptions from telephone, email, or walk-in customers

The physical demands and work environments described are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable an individual with disabilities to perform essential functions. The above statements are intended to describe the general nature of the work being performed and are not intended to be an exhaustive list of all duties, responsibilities, and skills.

CONFIDENTIALITY

May have access to department confidential information, reports, and personal information regarding citizens receiving services from the department. May have access to billing documents, and confidential communication between department heads and citizens, employees, and other outside agencies.

HOURS OF WORK

• Regular working hours for this position are Monday-Friday, 8:00 a.m. to 5:00 p.m. in the office, and outside of regular work hours as necessary. This position is not a remote or hybrid position. This position will allow flex hours as needed with multiple meetings and events after normal working in-office hours.

NOTE: This position description is not intended to be an exclusive list of all of the requirements, duties, tasks, roles, or responsibilities associated with the position. Nothing in this position description restricts the Town’s ability to assign, reassign, or eliminate duties and responsibilities of this job at any time. The Town is an “at will” employer, and Town employees may be separated from employment at any time and at the discretion of management.

The Town of Severance is an Equal Opportunity Employer.

How to apply:

 The Town of Severance website, Human Resources.

 Drop off in person to Severance at: 3 S. Timber Ridge Parkway, Severance CO 80550

 Indeed Job Posting portal.

Job Posted on Town of Severance Webpage and Indeed.com

Position open until filled.

Job Type: Full-time

Pay: $26.40 - $36.95 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

License/Certification:

• Certified Notary Public (Preferred)

Ability to Relocate:

• Severance, CO 80550: Relocate before starting work (Required)

Work Location: In person

Salary : $26 - $37