Deputy Clerk

DEPUTY CLERK

DEPARTMENT: Administration

REPORTS TO: Town Clerk

FLSA CLASSIFICATION: Non-Exempt

HIRED BY: Board of Trustees

APPROVED BY: Board of Trustees

HOURLY RANGE: Full Time: $20.00 to $24.00

BENEFITS: PTO, Subsidized Health, Dental, Vision, Life, Retirement

POSITION OVERVIEW
Westcliffe is a quaint and charming town with amazing views of the Sangre de Cristo Mountains. With an elevation of 7,888 feet and a population of 568, the delightful and historic downtown has restaurants, galleries, coffee shops, gift shops and much more. Family and outdoor opportunities abound in the area, fun activities and events are held year-round and there are incredible experiences including hiking, biking, horseback riding, camping, cross country skiing, plein air art competition, outdoor concerts, live theater, and much more. Westcliffe is also known for its incredible night sky viewing.

SUMMARY OF DUTIES:

The Deputy Clerk performs administrative support duties in the areas of accounting and general office functions for the Town. This includes answering the telephone, waiting on customers at the counter, and responding to questions from the public. Performs accounts receivable duties, including receiving monies and preparing receipts of same, as needed, and processes deposits. May include other duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The Deputy Clerk shall work under the direction of the Town Clerk in the performance of the following essential duties:

• General: Provide exemplary customer service to all individuals by demonstrating a willingness to be attentive, understanding, fair, courteous, and respectful and to actively participate in maintaining a positive customer service environment. This position involves extensive public contact, necessitating excellent communication, interpersonal skills, and professionalism.
• Organizational Duties: The clerk must be able to work with limited supervision and must be able to make independent judgments of situations tactfully; must be able to exercise skill in self-initiated organization and management of duties, including the timing necessary to accomplish duties in proper sequence and the prioritizing of duties according to importance, and statutory requirements.
• Municipal Court Clerk: The Deputy Clerk shall work under the direction of the Municipal Judge regarding all municipal court proceedings. The Deputy Clerk receives, records and accounts for all Court monies including but not limited to fines and parking tickets.
• Records Management: Retains records and files documents. Disposes of materials no longer necessary to keep; assists in maintaining the Town’s official records; develops and updates retention and destruction schedules. Researches minutes and documents for information requested.
• Planning Commission Meetings: Prepares agenda packets, including the coordination and proofing of meeting materials; places agenda on the Town website; sets up and oversees the Planning Commission meetings; ensures minutes of meetings are recorded, as required.
• Permits: The Deputy Clerk is responsible for issuing various permits, including those for park reservations, special events, and street closures.
• Business Licenses: Processes new and renewal business applications, including short-term rentals. Oversees business licenses issued by the Town.
• Liquor Licenses: Under the direction of the Town Clerk, the Deputy Clerk is responsible for processing special event liquor license renewal applications, which includes sending the Sherrif’s report to establishments and sending the application packet to the Liquor Enforcement Division.
• Janitorial: Assists in maintaining the Town Hall, which includes keeping the floors clean, dusting, washing the windows, cleaning the restrooms, watering plants, and ensuring that the board room is ready for meetings.

EDUCATION AND EXPERIENCE:

• At least 2 years of directly related office or clerical experience.
• Coursework in office administration and/or accounting is helpful.

REPRESENTATIVE SKILLS:

The following are representative of the kind of skills required on the job.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Skill and ability to keyboard efficiently and accurately while using a computer.
• Knowledge and skills in basic bookkeeping and accounting using Quickbooks.
• Ability to compose and format business letters and minutes.
• Proficient in Word, Excel, Google Workspace, and Outlook.
• Ability to use Zoom video conferencing to record meetings.

TWO-WAY COMMUNICATIONS:

Communication, verbal and written, is so very important today. If resident taxpayers are to be satisfied, every effort must be expended to ensure that communications are complete, accurate, and given with the appropriate level of urgency. Westcliffe employees need to be tireless in their efforts to improve two-way communications.

TEAMWORK:

The ability to be responsive, competent, and seamless is important in running a well-operating community. Cooperation, compromise, collaboration, and unity of purpose are extremely important for any work group. Supporting one another, taking personal responsibility, and living up to commitments is key in any team environment.

• Be available to keep the office open in the absence of the Town Clerk (specifically to cover for meetings and paid time off).

MATHEMATICAL SKILLS:

• The ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• The ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by the Deputy Clerk to perform the essential duties of the job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

• Ability to conduct activities involving occasional walking and frequent standing and sitting.
• Ability to lift or carry items up to 30 pounds, including records, paper boxes, mail, files, and maps.
• Ability to participate in routine conversation in person or via telephone and can distinguish telephone, voice, and other auditory tones to respond to the public.
• Ability to distinguish objects in low and bright light using visual capacity, including peripheral vision, depth perception, color vision, and far and near acuity to conduct responsibilities of the position.
• Ability to use a computer for prolonged periods of time.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

• While performing the duties of this job, the employee occasionally works near moving mechanical parts.
• The noise level in the work environment is usually moderate.

SPECIAL REQUIREMENTS:

• The Deputy Clerk must pass a background check and a drug test before being hired.
• Ability to work occasional evenings and weekends to attend scheduled public meetings.
• Live within (or willing to relocate to) a reasonable daily commuting distance to Westcliffe.
• Willingness to obtain a notary signing agent certificate.

APPLICATION INSTRUCTIONS:
Please either apply online through Indeed, email your resume and cover letter to townclerk@townofwestcliffe.com with the subject line of “Deputy Clerk Application”, or deliver it to Town Hall at 1000 Main Street, or mailed to P.O. Box 406, Westcliffe, CO 81252. The application deadline is April 15. Westcliffe is an equal-opportunity employer.

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Ability to Relocate:

• Westcliffe, CO 81252: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $24