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- Reports To: City Administrator Job Definition: Under general supervision, the Deputy City Clerk performs complex clerical and administrative functions for the City of Leadville. The Deputy City Clerk is the city’s custodian of records and is responsible for responding to Colorado Open Records Act requests. The Deputy City Clerk shall furnish on demand copies of any record, ordinance or other proceedings on file in his or her office upon payment to him or her of such fees as are allowed under law, all such fees to be deposited in the city treasury and to become the property of the city. The Deputy City Clerk shall have the custody of all the laws, ordinances and resolutions of the city and shall maintain a regular and correct journal of the proceedings of the council. The clerk shall have custody of the seal of the city and shall affix the same to all instruments as may be required or requested. The Deputy City Clerk is responsible for the city’s election and the city’s website. The Deputy City Clerk is responsible for issuing and managing business licenses, short term rental licenses, vendor permits, liquor licenses, and marijuana licenses. Essential Duties: The following duties are not intended to serve as a comprehensive list of all duties performed by this position. The duties below are intended to provide a representative summary of the major duties and responsibilities. Representative Responsibilities: The Deputy City Clerk is the city’s custodian of records. These responsibilities include maintaining the city’s official records including, but not limited to, ordinances, resolutions, minutes, public notices, correspondence, contracts, agreements, liquor and marijuana licenses, licensing authority, and legal documents. Other duties include documenting, cataloging, and maintaining official City of Leadville records, and preparing and maintaining indexes and guides as to locating reference material and records. The duties also include responding to Colorado Open Records Act requests submitted to the city. The duties also include distributing and posting revisions to the city’s Municipal Code. The Deputy City Clerk is also responsible for supporting the City Council, the Liquor and Marijuana Licensing Authority, and the Board of Adjustment. This includes preparation of materials and packets for meetings, study sessions, and other official functions. It also includes attendance at meetings (including evening meetings) and transcribing and preparing meeting minutes and all other support needed for these bodies. The Deputy City Clerk is also responsible for processing licenses (including business, liquor, marijuana and short-term rentals). 1 CITY OF LEADVILLE, COLORADO DEPUTY CITY CLERK The Deputy City Clerk coordinates with the County all aspects of preparing for and conducting municipal elections. This includes responding to questions pertaining to the election process and providing other information and assistance. The Deputy City Clerk also performs other clerical functions including typing forms, writing documents, correspondence and status updates, conducting research, summarizing reports on complex issues, data entry, faxing, copying, maintaining meeting schedules and other appointments for elected and appointed officials. It also includes assisting the public, citizens, council members, and city staff with inquiries related to public records, and general City information by phone, in person, or in writing. The position also requires public presentations as needed and attendance at departmental, organizational, and other public meetings. The Deputy City Clerk also assumes the duties of the City Clerk in the City Clerk’s absence. Additional Duties: 1. Grant writing; 2. Website updating and management; 3. Other duties and related work and support for the city’s Administration Department as required and assigned. Supervision Exercised: No supervisory responsibilities. Independence of Action: Work is performed in accordance with statutory requirements, standard practices, and methods requiring initiative to complete recurring assignments independently and judgment to determine which of many methods are applicable in any given situation. Finished work is reviewed for accuracy, quality, and completeness. Unfamiliar situations referred to the supervisor. Communication/Working Relationships: Strong written and verbal communication skills with the ability to effectively communicate and interact with all levels of the city, outside agencies, and the general public in a positive and cooperative manner. Maintain strong working relationships with City Administrator, Finance Director, Planning Director, Department Heads, city staff, City Councilmembers, Lake County and outside agencies (state liquor and marijuana licensing authorities). KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge 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. Knowledge of applicable City, county, State, and federal statutes, regulations, ordinances and codes. 2 CITY OF LEADVILLE, COLORADO DEPUTY CITY CLERK Knowledge, Skills and Abilities: • Excellent written and verbal communication skills. • Strong interpersonal skills and ability to establish effective working relationships with co-workers, elected officials and the general public • Innovative, collaborative, organized, self-motivated. • Ability to work independently, pay close attention to detail, and manage multiple reports, documents, and deadlines effectively • Ability to properly operate or use: computer (Google, Microsoft Office software), telephone, copier, calculator, audio and video recording devices, and other office equipment. • Ability to respond effectively to sensitive inquiries or complaints and provide excellent customer service. • Ability to maintain the confidentiality of sensitive matters. • Ability to creatively problem-solve to address vaguely defined issues. • Ability to work on several projects or issues simultaneously. • Ability to work independently or in a team environment as needed. • Ability to attend government meetings that may take place after normal business hours. Physical Demands and Work Environment: 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 work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. The position is primarily administrative in nature, working indoors, completing tasks such as reading and reviewing reports, papers and other documents, typing, filing, writing reports, correspondence and other documents. This portion of the job will require sitting, walking, bending, kneeling, standing, hearing, speaking and lifting boxes up to 20 pounds occasionally. Specific vision abilities required by this position include close, distance, and the ability to adjust focus. Frequency Guide Rarely (R) Occasionally (O) Frequently (F) Constantly (C) Less than – 5% 6 – 30% 31% – 70% Over 70% Physical Task Frequency Physical Surroundings Frequency 3 CITY OF LEADVILLE, COLORADO DEPUTY CITY CLERK Sitting F Extreme Temperatures R Standing F Inside Work C Walking F Outside Work R Running R Walking on uneven surfaces R Stooping O Working at height R Kneeling O Other: Squatting O Climbing R Environmental Conditions Balancing O Exposure to Chemicals R Reaching O Exposure to Gases/Fumes/Dust R Grasping C High Noise Levels R Fingering C Moderate Noise Levels O Handling C Vibrations R Visual Acuity Near F Work in Traffic R Visual Acuity Far O Local Travel F Depth Perception R Out of Town Travel O Color Discrimination R Other: Peripheral Vision O Talking C Hearing C Light/Power Equipment Ops R Weight of Objects Moved Heavy Equipment Operation R Over 100 pounds R Other: Over 50 Pounds R Over 10 pounds O Qualifications: Minimum Education: A high school diploma or GED is required. Bachelor’s degree is preferred but is not required. Two to five (2-5) years of administrative experience is preferred. Language Skills: Ability to read, write and speak English fluently. Ability to respond to employees, customers, regulatory agencies or authorities, or members of the local business community. Bi-lingual Spanish speaking skills are preferred. Equivalent combinations of education and experience may be considered. Licenses: Notary public certification or the ability to obtain within one year from the date of hire. Compensation: The Deputy City Clerk position is a full-time position and requires a minimum of 40 office hours a week including attendance at public meetings (including evenings). The pay range is $65,000 – $75,000. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
