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
Perform administrative and technical duties for liquor licensing, elections, records, and Council meeting functions; perform processing and issuing of liquor licenses; assist in the administration of municipal elections; maintain official records and custody; assist customers in locating documents and information; prepare Council packets and materials; serve as City Clerk to Council in absence of the City Clerk; schedule assigned facilities; accept sealed bids, quotes, and other solicitations.
JOB CLASSIFICATION
Exempt, Non-Safety Sensitive.
SUPERVISION RECEIVED AND EXERCISED
Receives direct supervision from the City Clerk.
PRIMARY DUTIES--The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.
1. Assist the City Clerk in performing the functions of the City Clerk's Office; schedule facilities; act in the absence of the City Clerk as required including attending workshops, City Council meetings, and bid openings.
2. Assist in the preparation and distribution of the City Council agenda, notices, and other materials; set up for meetings including video streaming; process actions approved by City Council and transcribe City Council meeting minutes for distribution to Council, department heads, media, and related groups and retain as permanent record.
3. Assist the City Clerk in the preparation of materials for regular and special municipal elections; prepare election calendar; publish notices; prepare and assist in distribution of candidate packets; verify nomination petitions; work with candidates to ensure compliance with election law; contact judges; distribute, receive, and record absentee ballots; prepare and gather supplies; assist the City Clerk in supervising the election on election day.
4. Coordinate volunteer boards and commissions; maintain records; advertise for vacancies; provide applicant information to interested individuals; schedule interviews; assemble candidate information for City Council; communicate results to interested parties.
5. Assist with maintaining the automated and manual records management including the City-wide records management program; retrieve, destroy and store records according to established procedures and policies; maintain administrative files including historical legal documents, resolutions, ordinances, agreements, deeds and annexations; record documents as required.
6. Review documents and forms related to liquor licenses for accuracy and completeness; coordinate hearing process including agendas and other materials, attend hearings on behalf of the City Clerk, transcribe and distribute minutes and process actions; issue liquor and occupational tax licenses as applications are approved; update License Register; develop semi-annual newsletter for liquor customers; print annual licenses and issue renewal notices; coordinate and schedule training classes for licenses.
7. Respond to inquiries from the public by letter, telephone and in person; research information and provide assistance to public and municipal staff.
8. Assist in the preparation of the City Clerk's office budget; collect and organize financial data and other budget materials; process accounts payable and accounts receivable.
9. Proofread reports, documents, forms, and other material for mathematical, grammatical and procedural accuracy; perform notary service for City documents and the public; certify copies of official records; attest signatures and administer oaths.
10. Schedule use of assigned facilities and coordinate set-up.
11. Perform other duties of a similar nature or level.
QUALIFICATIONS
Knowledge of:
Operations, services and activities of City Clerk's Office.
Methods and techniques of public meeting agenda preparation.
Principles and practices recording and transcribing public meeting minutes.
Rules and guidelines governing the notification of public meetings and related activities.
English usage, spelling, grammar and punctuation.
Customer service procedures and principles.
Principles and practices of record keeping.
Automated records management systems.
Business letter writing and basic report preparation and procedures.
Municipal election laws, procedures, and regulations.
Modern office technology and equipment, including computers and related software applications.
Applicable Federal, State and local codes, laws and regulations.
Ability to:
Perform administrative support duties in support of the City Clerk's Office.
Apply principles and practices of automated and manual records management.
Verify all City Clerk business documents comply with standards and guidelines.
Respond to requests and inquiries from the general public and City employees.
Establish and maintain accurate records, logs, and files.
Prepare and distribute a variety of documents including city council meeting agendas, public notices, city ordinance revisions, election notices and related communications.
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.
Interpret and apply pertinent ordinances, laws, codes, regulations, policies and procedures.
Operate and use modern office equipment including computer and various software applications.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Experience and Training Guidelines
Minimum Requirements:
Experience:
Three (3) years of administrative support and/or customer service experience.
Training:
High School Diploma or G.E.D.
Other combinations of experience and education that meet the minimum requirements may be substituted.
License or Certificate
Possession of, or ability to obtain, a valid Colorado driver’s license.
Possession of, or ability to obtain, Notary Public Commission.
Possession of, or ability to obtain, Certified Municipal Clerk certification is desirable.
WORKING CONDITIONS
Environmental Conditions:
The job is performed in the following working environment:
Office environment.
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, use repetitive motion, demonstrate manual dexterity, talk, hear, and see. The employee is also required to perform light lifting.