Deputy City Clerk

Overview

The City of Louisville is hiring for a Deputy City Clerk. This position works under the general supervision of the City Clerk and performs complex and technical administrative work in the City Clerk’s Office. Works closely with the City Clerk to plan and coordinate the administrative functions of the City Clerk's Division. Work includes: coordinating all licensing functions for liquor, marijuana, and massage parlors and serving as secretary 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 various 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 Deputy City Clerk assumes the responsibility of City Clerk in his/her absence. Performs other work as required.

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

This position requires a background check, fingerprinting and CCIC/NCIC certification to work at Court, as well as clearance to access the CBI Secure Document Delivery System for liquor, marijuana and massage parlor licensing.

Examples of Duties

ESSENTIAL JOB DUTIES:

• Issues and renews liquor, marijuana, and massage parlor licenses and permits 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 problems with discretion and in a courteous and tactful manner.
• Maintains strong understanding of records retention, open records, open meetings, and other applicable statutes.
• Ability to maintain confidential City and licensee information.
• Serves as back up 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 for City Council.
• Attendance at evening meetings once a month (sometimes twice a month).
• Summarize minutes from City Council and study session meetings weekly.
• Serves as back up to the City Clerk in preparing City Council agendas and packets.
• Assists City Clerk in handling advertisements and notices for public hearings, legal notices, and ensures records are recorded as required by law.
• Tracks ordinances, resolutions, and all meeting packet and files as permanent record in Laserfische application.
• Fulfills public information requests.
• Oversees the codification of amendments to the Municipal Code.
• Administers Special Event permits.
• Assists with dog licensing, live music permits, and block party permits.
• Prepares permanent records for Laserfiche storage.
• Provides backup for Court and assists during sessions of Court, as 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 fashion and in conformance with applicable laws and regulations.
• Assists with election preparation, applicants for boards and commissions and elected positions.
• Acts as Notary Public for City and public documents (must get notary license within 6 months of hire).
• Researches ordinances, laws, and regulations for the public as requested.
• Updates the City website as appropriate. Including but not limited to: information on City Clerk’s page, City Council Page, City Calendar, various board and commission pages, news and public notices

TRAINING AND EXPERIENCES:

• At least two (2) years of experience in office management or in an administrative position;

• Prefer three (3) or more years of experience with a legislative body including municipal, county, or state government.

• Prefer Associates or Bachelor’s degree in Business Administration, Public Administration or related field

• Prefer previous experience City Clerk office; as well as experience with the Colorado Open Records Act (CORA) or other state/local open records laws and experience working in a municipal court.

• Prefer possession of International Institute of Municipal Clerks (IIMC) certification (or begin the process for obtaining within one year of satisfactory employment as Deputy City Clerk).

General Qualifications

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to acquire a 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 the office of the 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 to prepare reports from such records.
• Ability to handle and maintain confidentiality of information.
• Ability to operate a variety of modern office equipment, including personal computers, printers, scanners, and Laserfiche application.

Additional Information

SPECIAL LICENSE, REGISTRATION, OR CERTIFICATE REQUIRED:

• Notary license desirable (will be required to get license within six months)
• Prefer possession of International Institute of Municipal Clerks (IIMC) certification (or begin the process for obtaining within one year of satisfactory employment as Deputy City Clerk).

PHYSICAL REQUIREMENTS OF THE JOBS:

While performing the duties of this job, the employee is regularly required to sit, use hand, fingers, handle or feel objects, tools, or controls, and talk or hear. The employee is occasionally required to walk and reach with hands, and arms. The employee may occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close, distance, color, and peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT:

The work is performed indoors. The noise level in the work environment is usually low.

WORKERS’ COMPENSATION CLASSIFICATION: