Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Manage and coordinate the programs and activities of the City Clerk's Office; perform statutory and constitutional duties of the City Clerk Office; coordinate assigned activities with other divisions, departments and outside agencies; and provide highly responsible and complex administrative support to management staff and the governing body.
JOB CLASSIFICIATION
Exempt, Non-Safety Sensitive.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the City Manager.
Exercises direct supervision over assigned administrative support and professional staff.
PRIMARY DUTIES--The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.
1. Plan, prioritize, assign, supervise, and review the work of assigned staff.; participate in the selection of assigned staff; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline procedures.
2. Oversee all services and activities of the City Clerk's Office; serve as Clerk to the City Council; process and issue liquor licenses; administer City elections; maintain the City's Codes; administer volunteer boards and commissions; manage the City’s records; and schedule assigned facilities.
3. Manage and participate in the development and implementation of goals, objectives, policies and priorities for assigned programs; recommend and administer policies and procedures including City-wide record retention and disposition policies.
4. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within department policy, appropriate service and staffing levels.
5. Oversee and participate in the development and administration of the City Clerk's Office annual budget; direct the forecast of funds needed for staffing, equipment, materials, and supplies; monitor and approve expenditures; implement adjustments.
6. Serve as Clerk to the City Council; prepare and coordinate Council materials and agendas; ensure publication of required notices; attend meetings and record all official proceedings; process actions adopted by the City Council; ensure compliance with legal requirements; coordinate live broadcast of Council meetings on cable TV and web.
7. Oversee and manage the City's records management program for both paper based and electronic records; develop and revise records retention schedules; supervise the recording of documents; establish policies and procedures for the storage and retrieval of City Council actions and documents; serve as records custodian for the City; supervise the storage and protection of the City's permanent records.
8. Administer municipal elections in compliance with applicable laws and procedures; prepare necessary documents; verify nomination petitions and determine if nominees qualify for candidacy; provide information to candidates regarding election laws and procedures and ensure compliance; establish voting district boundaries; appoint judges; hire and provide training for election workers; supervise the receipt and counting of all ballots and posting of returns; certify results to the Division of Local Government; administer oaths of office to newly elected council members; approve citizen petitions and oversee signature verification.
9. Oversee liquor licensing program; supervise the processing and issuance of liquor licenses; maintain knowledge of and provide training to staff on legislation and Liquor Codes; review and ensure completeness of all applications in accordance with State and local law; coordinate the hearing process; work with City Attorney and Police Department to resolve issues with licenses; coordinate training classes for licensees.
10. Maintain the City's Code of Ordinances and current volumes of all codes adopted; supervise the maintenance of the City's legislative history within the electronic indexing system; provide internal and external customers with assistance in locating information on the City's legislative actions.
11. Oversee the use of assigned facilities; verify availability; manage setup and establish needs for staff support.
12. Serve as liaison for the City Clerk's Office with other City departments, divisions and outside agencies including media; negotiate and resolve sensitive and controversial issues.
13. Oversee the administration of volunteer boards and commissions; maintain records of all volunteer boards; advertise for vacancies; provide applicant information to City Council; schedule interviews; communicate results to successful and unsuccessful candidates; provide appointees with basic board information.
14. Perform other duties of a similar nature or level.
QUALIFICATIONS
Knowledge of:
Principles of supervision and training.
Operations services and activities of the City Clerk's Office.
Organization and function of City government.
Rules and regulations governing local municipal elections.
Principles and practices of automated and manual records management, retrieval and storage.
Rules and regulations governing the conduct of public agency council meetings.
Principles and practices of program development and administration.
Principles and practices of budget preparation and administration.
English usage, spelling, grammar and punctuation.
Business letter writing and basic report preparation and procedures.
Modern office technology and equipment, including computers and related software applications.
Applicable Federal, State and local codes, laws and regulations.
Ability to:
Oversee and participate in the management of the services and programs provided by a comprehensive City Clerk's Office.
Oversee, direct and coordinate the work of assigned staff.
Coordinate and administer local elections.
Serve as Clerk to the City Council and ensure proper conduct of meetings.
Participate in the development and administration of division goals, objectives and procedures.
Comply with Payment Card Industry (PCI) standards for handling and securing payment card information.
Provide information and organize material in compliance with laws, regulations, and policies.
Develop and administer an efficient records management system.
Prepare, monitor, and administer budgets.
Prepare clear and concise administrative and financial reports.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Research, analyze and evaluate new service delivery methods and techniques.
Interpret and apply Federal, State and local policies, laws and regulations.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Speak, read, comprehend, and write the English language fluently.
Experience and Training Guidelines
Minimum Requirements:
Experience:
Five (5) years of increasingly responsible administrative experience in a City Clerk's Office including one (1) year of supervisory responsibility.
Training:
High School Diploma or G.E.D. supplemented by college level course work in public administration, business administration, or a related field.
Other combinations of experience and education that meet the minimum requirements may be substituted.
License or Certificate
Possession of, or ability to obtain, Certified Municipal Clerk certification is desirable.
Possession of, or ability to obtain, Notary Public Commission.
Possession of, or ability to obtain, a valid Colorado driver’s license.
WORKING CONDITIONS
Environmental Conditions:
The job is performed in the following working environment:
Office environment; exposure to computer screens.
Physical Conditions:
The job is characterized by:
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
The following physical activities are very or extremely important in accomplishing the job’s purpose and/or performed on a daily basis:
While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, hear, see and demonstrate manual dexterity. The employee is also required to perform light lifting.