City Clerk Analyst

Overview

The City of Louisville is hiring for a City Clerk Analyst. This position works under the general supervision of the City Clerk, performs complex and technical administrative work in the City Clerk’s Office. Works closely with the City Clerk to plan and coordinate administrative functions of the City Clerk's Division. Work includes coordinating all licensing functions for liquor and marijuana and serving as clerk for the Local Licensing Authority by preparing agendas and meeting packets, attending monthly meetings, working with the special prosecutor, and composing meeting minutes. Work also includes issuing licenses and permits, composing City Council minutes, recording documents into the City’s records management system, assisting City departments with records and documents, and providing the public with information about City codes and regulations. The City Clerk Analyst may assume the responsibility of the City Clerk in his or her absence and performs other work as required.

This position must work well independently, in teams, and with the public while providing excellent and respectful customer service and human relations skills. This position requires initiative to work with minimal supervision and requires regular exercise of independent judgment based on comprehensive knowledge of the City’s Charter and Municipal Code, public meeting policies and procedures, City ordinances, and applicable State statutes related to liquor and marijuana licensing.

Examples of Duties

• Issues and renews liquor and marijuana licenses including implementing statutorily required regulations.
• Maintains effective relationships with elected officials, board and commission members, City employees, and the public.
• Demonstrates public policy competencies including meeting procedures and guidelines.
• Manages public relations issues with discretion and in a courteous and tactful manner.
• Maintains a strong understanding of records retention, open records, open meetings, and other applicable statutes.
• Maintains confidentiality of City and licensee information.
• Serves as backup to the City Clerk for attending City Council meetings, managing the public comment process, taking minutes, preparing legal publications related to meetings, and providing necessary follow up.
• Attends evening meetings once a month and occasionally twice a month.
• Summarizes minutes from City Council and study session meetings weekly.
• Serves as backup to the City Clerk in preparing City Council agendas and packets.
• Assists the City Clerk in handling advertisements and notices for public hearings and legal notices and ensures records are recorded as required by law.
• Tracks ordinances, resolutions, and all meeting packets and files as permanent records in the Laserfiche application.
• Fulfills public information requests.
• Oversees the codification of amendments to the Municipal Code.
• Administers dog licensing and live music permits.
• Prepares permanent records for Laserfiche storage.
• Balances and closes out the cash drawer and prepares deposits for the Municipal Court.
• Provides backup for Court and assists during court sessions if needed.
• Executes legal documents including ordinances, resolutions, and contracts.
• Assists in the administration of municipal elections.
• Provides assistance to the Clerk in the annual board and commission recruitment process.
• Responds to inquiries from elected officials, the public, co-workers, and other agencies by email, telephone, and in person in a timely manner and in conformance with applicable laws and regulations.
• Assists with election preparation and applications for boards, commissions, and elected positions.
• Acts as Notary Public for City and public documents and obtains notary license within six months of hire.
• Researches ordinances, laws, and regulations for the public as requested.
• Regular and predictable attendance required.

ESSENTIAL SUPERVISORY DUTIES: None

OTHER DUTIES AND RESPONSIBILITIES:

General Qualifications

• At least two (2) years of experience in office management or an administrative position.
• Prefer three (3) or more years of experience with a legislative body including municipal, county, or state government.
• Prefer an Associate’s or Bachelor’s degree in Business Administration, Public Administration, or a related field.

• Prefer previous experience in a City Clerk office as well as experience with the Colorado Open Records Act (CORA) or other state or local open records laws and experience working in a municipal court.
• Prefer possession of International Institute of Municipal Clerks (IIMC) certification or the ability to begin the process within one year of satisfactory employment as City Clerk Analyst.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to acquire working knowledge of City ordinances, laws, liquor and marijuana codes and regulations pertaining to licenses and permits as well as procedures, duties, and responsibilities of City Clerk operations.
• Knowledge of current office practices, methods, and procedures.
• Knowledge of business English, spelling, and arithmetic.
• Knowledge of records management principles, methods, procedures, and techniques.
• Skill in professional and courteous interaction with the public.
• Skill in telephone etiquette and follow-up techniques.
• Skill in the use of a personal computer and various application programs.
• Skill in alphanumeric filing.
• Ability to understand and communicate the policies, procedures, and services of the department, division, program, and City.
• Ability to maintain records and prepare reports from such records.
• Ability to maintain confidentiality of information.
• Ability to operate modern office equipment including personal computers, printers, scanners, and Laserfiche application.

Additional Information

LICENSE, REGISTRATION, OR CERTIFICATE:

• Notary license desirable and required within six months of hire.
• Prefer possession of International Institute of Municipal Clerks (IIMC) certification or the ability to begin the process within one year of satisfactory employment.

PHYSICAL REQUIREMENTS OF THE JOB:

Minimal physical effort is typically found in office work. Primarily sedentary work. Ability to remain seated for extended periods while working at a computer; Frequent use of hands and fingers for typing, data entry, and handling documents; Ability to communicate effectively in person, by phone, and via video conferencing; Occasional standing, walking, bending, or reaching within the office environment; Ability to lift and/or move office materials and supplies up to 10–15 pounds and occasionally up to 35 pounds; Visual acuity sufficient to read documents, computer screens, and reports; Ability to work in a standard office environment with moderate noise levels

WORK ENVIRONMENT:

The work is typically performed indoors in an office environment. Exposure to routine office noise and equipment. The noise level in the work environment is usually low.

FLSA STATUS: Exempt

EQUAL OPPORTUNITY EMPLOYER:

The City of Louisville is an Equal Opportunity Employer and provides equal employment and advancement opportunities to all qualified applicants and employees. Employment decisions are made without regard to race, color, religion, creed, sex, sexual orientation, gender identity or expression, age, national origin, ancestry, disability, veteran status, marital status, genetic information, or any other status protected by applicable law.

The City of Louisville is committed to providing reasonable accommodation to qualified individuals with disabilities in the application and hiring process and during employment.

The Human Resources Director has been designated as the compliance coordinator for people with disabilities seeking employment and will provide reasonable accommodation for testing and employment to qualified applicants.