Deputy Town Clerk

Description

Hiring Range: The hiring range for this position is $34.62 - $38.08 per hour, depending on experience and qualifications.

Work Schedule: As Required (generally Mon-Fri, 8:00 – 5:00, with frequent night meetings)

NATURE OF WORK

As a member of the Town Clerk Division, individuals in this position serve the public, elected officials, Town Manager, and town departments/divisions by providing a variety of services and information. The office of the Town Clerk also serves as the records manager for the town. The work is essential and requires alertness, accuracy, versatility, adaptability, and patience. Individuals perform complex and moderately complex administrative functions to coordinate and support Boards, Commissions, and Records Management while assisting the Town Clerk with the day-to-day functions of the office. The Deputy Town Clerk assumes responsibility for the Town Clerk in his/her absence.

Individuals in the position are required to perform work in a manner consistent with and exemplary of the town’s PRIDE philosophies and the town’s Equal Employment Opportunity policy.

SUPERVISION RECEIVED

Individuals work under the direct supervision of the Town Clerk to carry out assigned duties, functions, roles, and projects in both routine and complex circumstances.

SUPERVISION EXERCISED

No supervisory responsibilities or control exercised.

Essential Job Functions

ESSENTIAL JOB FUNCTIONS

The Deputy Town Clerk is assigned specific assignments, job duties, scope, authority, responsibility, roles, and requirements as determined by the town, department, division, and pursuant to laws, regulations, and practices. Individuals in this position must be able to successfully perform, be responsible for, and/or assist in the fulfillment of many job functions and duties, with or without reasonable accommodation.

The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive:

• Assists the Town Clerk and assumes responsibility for the day-to-day functions of the Town Clerk’s office/division including coordinating the recording of town documents, publication of legal notices, researching of information as requested by team members and the public per Colorado Open Records Act requirements, providing backup support for the preparation of Town Board agenda, packet and internet posting of agenda packets, and attest town documents and instruments requiring the seal in the absence of the Town Clerk.
• Serves as administrative support to Town of Windsor boards and commissions as needed; prepares agenda packets, attends Board of Adjustment/Appeals meetings; takes minutes, reviews, and prepares final drafts of meeting minutes for packets. Serves in a backup capacity for Planning Commission meetings, assisting with review and preparation of agenda, packet, and meeting minutes as needed.
• Performs a variety of support functions for the Town Board, management, and various staff including composing/typing correspondence, preparing periodic departmental/divisional activity reports, and maintaining and updating the Town Clerk pages on the website.
• Follows established Town Cemetery procedures, and assures accurate records are kept on all lots including receipts for money and accounts for plots that are being purchased. Assists the public with the purchase of grave plots and arranges burials; locates graves for families and monument companies. Maintains, updates, and ensures compliance with policies and procedures associated with Town Cemetery in a backup role.
• Provides administrative oversight for Liquor Licensing Authority operations, including attending meetings, records and preparing minutes and documents, notifying licensee and state of all liquor violations following public hearings; coordinates payment for liquor licensing; maintains and updates liquor license database. Identify outstanding issues, conducts research, and solve problems, coordinate with departments/divisions, and meets with applicants to discuss license applications and approvals.
• Organizes the annual board and commission appreciation event.
• Coordinates and fulfils multi-department open records requests pursuant to the Colorado Open Records Act and the Freedom of Information Act in a backup capacity.
• Assists with preparing and conducting municipal and coordinated elections in accordance with established laws, ordinances, and procedures.
• Manages and coordinates special projects as requested by the Town Clerk or Town Manager. Researches, conducts analysis, prepares comprehensive reports, and provides data and recommendations as requested.
• Provides excellent customer service with clear, concise, and accurate information; follow up with customers as needed to ensure satisfaction and closure. Investigates and resolve non-routine and complex customer service issues requiring knowledge and understanding of the interrelationship of various departments' policies and procedures.

• May be involved in special projects that are directly or indirectly related to essential job functions.
• Continues educational and certification requirements in order to remain abreast of current methods and procedures.
• Assisting other departments/divisions as necessary.
• Consistently work safely, report, and address safety concerns in a timely manner.
• Performs related duties as established by law/ordinance or reasonably directed by the town.
• Serves on employee committees and project teams while representing the Division.
• Takes responsibility for working safely and encouraging safe work practices.

Education, Knowledge, Skills, Abilities

EDUCATION, EXPERIENCE AND FORMAL TRAINING

• Minimum of three (3) years of administrative experience.
• Minimum high school diploma or GED is required, Associates or Bachelor’s degree is desired.
• Equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills, and abilities to perform the essential functions of the job.

• Must have a current Colorado Driver’s License or the ability to obtain one upon hire, that meets the Town of Windsor’s standards
• Certified Municipal Clerk certification preferred and will be required within three (3) years of employment.
• Notary Public certification within six months of hire

• Knowledge of modern office practices, procedures, and equipment.
• Working knowledge of state and local liquor licensing laws and regulations.
• Working knowledge of state and federal legislation as needed to perform duties including the Colorado Revised Statutes pertaining to election law and records retention, C.O.R.A., and Open Meetings Act.
• English, grammar, punctuation; business math and basic accounting; business letter writing.
• Keen awareness of sensitive issues.
• Ability to maintain confidentiality.
• Ability to make appropriate independent decisions within the scope of the job.
• Ability to read, write and verbally communicate at a level appropriate to the duties of the position, draft policies and procedures, and budget management.
• Adept at using all Microsoft Office software applications.
• Familiar with writing correspondence and providing customer service, directions, and feedback.
• Initiative and time management skills are essential.
• Diplomacy, communication, and conflict management skills are required.
• Exceptional communication, interpersonal, and customer service skills.
• Ability to manage, coordinate and track detailed ongoing and special projects.
• Skilled in website editing and page layout software.
• Demonstrates the ability to efficiently and accurately maintain important records and to prepare clear, concise, and well-organized reports and analyses. Establish and maintain effective working relationships with all internal and external customers.

• Equipment: Position requires the use of standard office equipment including personal computer and associated software including Microsoft Office suite , transcription equipment, copier, telephone, calculator, scanner, printer and fax.

Additional Information

WORKING ENVIRONMENT & PHYSICAL REQUIREMENTS

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.

The physical activities of this position include, but are not limited to, the following: kneeling, stooping, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, sitting, grasping, feeling, talking, hearing and repetitive motions.

The physical requirements of this position are considered Light Work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.

The employee is not substantially exposed to adverse environmental conditions (as in a typical office or administrative work).

This position is not considered safety sensitive because the individual does not operate a commercial motor vehicle, as a regular function of his/her daily job duties.

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 dedicated to the principles of equal employment opportunity and to compliance with the Colorado Protections for Public Worker’s Act (PROPWA) and other applicable laws. The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law.

This prohibition includes unlawful harassment based on any of these protected classes. Unlawful harassment includes any unwelcome physical or verbal
conduct or any written, pictorial, or visual communication directed at an individual (or group) because of that individual’s (or group’s) membership in, or perceived membership in, a protected class and that is subjectively offensive to the individual alleging harassment and is objectively offensive to the
reasonable individual who is a member of the same protected class. Harassment does not need to be in-person and can occur over electronic media, such as Zoom or other electronic platforms. This policy applies to all employees, including managers, supervisors, co-workers, and non-employees such as
customers, clients, vendors, consultants, etc.

The town is dedicated to the principles of equal employment opportunity. The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law. This prohibition includes unlawful harassment based on any of these protected classes. Unlawful harassment includes verbal or physical conduct that has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment. This policy applies to all employees, including managers, supervisors, co-workers, and non-employees such as customers, clients, vendors, consultants, etc.

The town will make reasonable accommodation(s) for qualified individuals with known disabilities unless doing so would result in an undue hardship for the town or cause a direct threat to health or safety. The town will make reasonable accommodation(s) for employees whose work requirements interfere with a religious belief, unless doing so poses undue hardship on the town. Employees and/or applicants needing such accommodation are instructed to contact the Human Resources Department.