Hybrid Deputy Town Clerk at Mountain Village, Town of (CO)

About the Department

Job Title: Deputy Town Clerk 
FLSA: Non-Exempt                                                                                                                  
Salary Grade: 15 (Min $33.07, Mid $39.68, Max $46.30)
Hiring Range: $33.07-$39.68/hour

Deadline to apply is Wednesday, 8/20/2025. Applications will be reviewed started on Thursday, 8/21/2025.

**Position being offered with housing available at Village Court Apartments.**
 
NATURE OF WORK:
The Deputy Town Clerk assists the Town Clerk in administering, coordinating and directing the Town Clerk’s Office, as required by State Statute and the TMV Municipal Code. Under the direct supervision of the Town Clerk, the individual in this position serves the public, elected officials and town departments by providing a variety of services and information.   This position also handles day-to-day aspects of records management, liquor licensing, preparation of meeting agendas and packets and assists in conducting municipal and special elections. This position involves extensive public contact, necessitating excellent communication, interpersonal and confidentiality skills, customer service, independent judgement and professionalism.

Position Duties

DUTIES AND RESPONSIBILITIES: 

• Responsible for maintenance of official Town records, including ordinances, resolutions, contracts, agreements, voter records, etc. Performs records management, assures accuracy of technical documentation files and official records, and assures Town records management follows current retention schedule. 
• Assist in conducting general municipal and special elections.
• Assist with the preparation of the department’s annual budget recommendations.  
• Provide administrative support to the Town Manager, Assistant Town Manager, Town Clerk and other designated Town officials.
• Attend Town Council meetings and provide technical and administrative assistance during the meeting, including set up and break down of conference rooms. Assist with codification of Town approved Ordinances through Code Publishing Company. 
• Enter Town contracts in PaperVision Contract Management. Create and distribute quarterly contract management reports.
• Serve as an assistant to the Town Clerk on various committees. 
• Complete check requests and monitor budget expenditures.
• Assist in the coordination of employee and other Town events.
• Provide prompt, courteous and accurate customer service to the public, in order to maintain positive customer relations; respond to requests for information (Open Records Requests) and resolve them by researching files and records; explain rules, policies and procedures; explain the proper use and completion of forms and documents; refer matters requiring policy interpretation to supervisor for resolution.
• Assist with website/social media/event calendar management and content creation.
• Proofread submitted material to assure accuracy of typing, grammar, and content before material is released; assure technical accuracy of document, including signatures. Create files, folders and document log, and assign document numbers; scan documents and files into electronic database.
• Post or publish documents as required; perform word processing duties as required.
• Assist with the communications between the Town Council and other Town departments; clarify issues relating to Town Council meetings and formal meeting procedures; review information for  packet compilation, preparation and distribution; assist with the technical preparation, recordation and transcribing of proceedings of official meetings and public hearings of the Town Council and Boards.
• Attend meetings and assure completion of required follow-up on meeting action items; review meeting agendas and supporting documentation; coordinate the publication of official notices, agendas, Ordinances and Resolutions. Take meeting minutes.
• Assist with the planning and coordination of Town elections, and training of election workers; process and verify election and voter documentation. Assist the public with voter registrations, maintain accurate voter records, assist with Town election activities, and be directly involved in the operation of Voter Service and Polling Centers. 
• Assist with administration of liquor licenses including receiving and processing applications.
• Keen awareness of sensitive issues and an ability to maintain confidentiality. 
• Actively works to progress the Town’s goal of zero waste and carbon neutrality by minimizing unnecessary consumption (of energy, water, paper, plastic, ink, etc.), seeking environmentally preferred products (e.g., reusable, recycled content, non-fossil fuel), and supporting environmental initiatives through participation, promotion, and accurate storytelling.

• Act as a liaison, when necessary, between Mountain Village and its residents and guests, subcontractors, vendors, and merchants giving direction and assistance as needed. 
• Develop ways to improve quality, efficiency, and effectiveness in our department and throughout the entire organization. 
• Other duties as assigned.

Minimum Qualifications

MINIMUM QUALIFICATIONS:
High School Diploma/GED and Associates or Bachelor’s degree preferred with at least two years government administration experience; or an equivalent combination of education, training, and experience.

Licenses/Certification(s):
Notary Public Commission required to be obtained within 3 months of hire.
Possession of a valid Driver’s License is required.
Clerks Institute (CMCA Certification) required to be completed within 3 years of hire.
Certified Municipal Clerk certification within 4 years of hire is desired, but not required.

Other Qualifications

KNOWLEDGE, SKILLS & ABILITIES PREFERRED: 
Knowledge of: Ability to effectively use Microsoft Office package (MS Word, Access, Desktop Publisher and Excel), Outlook, Adobe Acrobat, PowerPoint, Web-based programs and meeting set-ups, design and photo editing software. Basic principles of municipal administration; principles and practices of records retention record keeping and records management; database management principles and practices; records management principles and standards; State and Federal laws, statutes, rules, Ordinances, codes and regulations governing Town government administration and elections; municipal election process; general office practices, procedures, and equipment.
 
Skill in: Excellent knowledge of grammar, punctuation, and spelling; skilled in proofreading and editing, and interpersonal communications, both verbal and written. Ability to interface positively with town departments, citizens, businesses and visitors. Possess good judgment, tact and diplomacy. Ability to analyze and interpret complex information and present analysis.  Ability to be a self-starter to work independently and as part of a team. Assessing and prioritizing multiple tasks, projects and demands; establish and maintain effective working relations with co-workers and representatives from other local, state and other agencies; maintain accurate records; Understanding and applying statutory standards and procedures, and applicable Federal rules and regulations; interpret technical instructions and analyze complex variables; effective oral and written communication; website maintenance, excellent customer service skills, ability to work independently, flexible, problem solver, innovative, and a team player. 
 
Environmental Factors:
Work is performed in a standard office environment using standard office equipment. Position involves competing demands, performing multiple tasks at once, and working to meet deadlines. 
Physical Factors: While performing the duties of this job, the employee is frequently required to sit for long periods of time. Work is primarily performed in an office environment with moderate noise levels. Physical effort and activities include: occasionally operating a personal or Town-owned vehicle to drive to and from meetings and business locations; ability to talk, hear and listen, use of hands/fingers to type and handle, feel or manipulate objects constantly; frequent sitting; occasional standing, walking, and reaching with hands and arms; visual acuity to focus on details at a close distance, and make general observations and inspections; frequent handling of objects weighing up to 10 pounds, and up to 25 pounds occasionally.
 
Expectations of All Employees:
To support consistent high-quality guest service to everyone in our community, including our co-workers, making Mountain Village a great place to live, work and visit.