Assistant City Clerk na City of Englewood

POSITION SUMMARY

The Assistant City Clerk supports a variety of complex, technical, and confidential tasks related to the administration, coordination, and day-to-day operations of the City Clerk’s Office. This position works closely with the City Clerk’s Office in areas such as city council, liquor and marijuana licensing, boards and commissions administration, passport processing, mail services, and/or municipal elections. The role also provides administrative and technical assistance to the City Clerk, Senior Deputy City Clerk, and Deputy Clerk, including responsibilities such as tracking revenues and expenditures, preparing reports, and assisting with training.  Works with minimal supervision and regularly exercises independent judgement based on a comprehensive knowledge of the City of Englewood’s administrative policies, procedures, Home Rule Charter, City Ordinances, and applicable State Statutes. This position works directly with City Clerk staff, City Manager, Deputy City Manager, City Attorney, City Council and other City employees.

REPORTING RELATIONSHIPS

Reports to: Senior Deputy City Clerk

Direct Reports: None

ESSENTIAL DUTIES & RESPONSIBILITIES

Supports the City Clerk in performing the day-to-day functions of the City Clerk's office.

Performs duties as City Clerk in the absence of the Sr Deputy Clerk and City Clerk. 

Assists the City Clerk in planning and administration of City elections. Administers the voter registration process, coordination of the Vote and Polling center, candidate packets, and campaign finance filings. Maintains official election records. 

Collaborates with the Records Program & System Manager to establish and maintain the records and information management program for all City documents in compliance with State Statutes Administration of liquor and marijuana licensing processes. Reviews of all applications and renewals. Meets with applicants, prepares signs, City exhibits and notices of Public Hearing. Prepares meeting agendas and packets for Liquor and Marijuana Licensing Authority. Serves as advisor for the Authority and prepares minutes, findings of Fact, Conclusions and Authority of Order. 

Assists with coordination of agenda items and packet materials for all City Council meetings. Assist with city-wide business processes related to agenda item creation, review, approval, and publication. Conducts regular training sessions on agenda procedures and software for City employees and members of City Council as needed. 

Attends City Council meetings and study sessions, manages the public comment process, ensures an accurate and complete record is kept of Council proceedings, prepares legal publications related to the meetings, ensures accuracy of statutory guidelines for conducting public meetings and provides necessarily follow up for City Council and City Manager. Prepares ordinances, resolutions, and contracts for signature. 

Responds to inquiries regarding Englewood Municipal Code, Charter, liquor and marijuana licensing procedures, and elections. Research information for the public or City staff as needed. 

Maintains administrative files, including legal documents and all City Records of historical importance. 

Assist with maintenance and codification of the City Code, proofreads supplements prior to publication, and assists City departments in verification of Code contents.

Monitors monthly expenditure reports against approved budget, assists with the preparation of purchase orders, and submits invoices for payment for the city clerk’s office.

Assist with the coordination of open records requests submitted to the city under the Colorado Open Records Act (CORA); partners with City Attorney’s Office and advises City employees on compliance and best methods for responses. Administers automated open records request portal or other tools for managing CORA requests. 

Supports the implementation and administration of the Records Disaster Recovery Plan. 

Assist with the Implement of technology within the City Clerk’s division. 

Maintains and updates the City Clerk webpage. 

Assist with the coordination of Boards and Commissions logistics. Supports the recruitment, appointment and on-boarding process for Board and Commission members, as well as the database of applicants, appointees, and vacancies. Trains and assist staff liaisons for each board and commission. 

Assists with the scheduling of staff for the HUB and passport services. 

Distributes official correspondence and materials from passport services to all Acceptance Agents

Responsible for all facets of the Passport Application Acceptance Program.

Orders and maintains inventory of office and other departmental supplies and equipment. Tracks expenditures. 

Organizes the City Manager weekly report content. 

Monitors postage for passport and mail services programs. 

Compiles statistics for the passport program and monitors data related to daily HUB visits, phone inquiries, passport appointments, and cancellations. 

Receives and responds to incoming departmental telephone calls, ensuring appropriate handling or referral. 

Resolves minor processing problems, seeking assistance from supervisor or other appropriate staff for issues beyond immediate expertise. 

Maintains appointment booking system for passport services. 

Performs customer service duties. Assists employees/customers with questions regarding the passport services program. 

Receives and responds to incoming departmental telephone calls, ensuring appropriate handling or referral. 

Maintains the passport webpage content. 

Receives and distributes mail and packages for City departments.

Provides general office support duties. 

Active participation in the Colorado Municipal Clerks Association.

Notarize official documents.

OTHER DUTIES & RESPONSIBILITIES

Performs other duties as assigned and required.

EDUCATION & EXPERIENCE

Education: College degree or equivalent work experience.

Work Experience:  Two to three years of responsible administrative experience. Municipal government experience preferred. 

An equivalent combination of education and experience may be substituted.

LICENSES, REGISTRATIONS, or CERTIFICATIONS

Certifications and/or Licensures: Designation as a Certified Municipal Clerk (CMC) is highly desirable. Certified Municipal Clerk Certification must be obtained if not currently held within 5 years. 

Must be able to be commissioned as a Notary Public. 

Required Driver’s License: None

KNOWLEDGE, SKILLS & ABILITIES

Records and Information Management and best practices

• Agenda Management
• Liquor / Marijuana Licensing
• Colorado Open Records Act
• Process improvement skills
• Ability to establish and maintain effective working relationships with city staff, management, elected officials, and the public
• Ability to organize and effectively prioritize multiple functions
• Ability to use financial, agenda management, and Electronic Records Management System software
• Knowledge of the United States Passport regulations and policies
• Modern office practices and procedures including standard software programs.

Technical - Strong skills needed to work with Laserfiche, iCompass, Granicus and to generate technical reports. Strong computer skills are necessary.

Communication - Strong customer service skills required to interact with citizens, employees, council members, and management. Strong writing skills needed to compose and create letters, reports, memos, charts and forms. Must be able to multi-task with frequent interruptions. Must be able to communicate and work with other departments.

Must be able to maintain the confidentiality of information.

Analytical - Strong skills needed to decipher statues and ordinances and correctly apply to duties of the office. Must have a high level of organizational skills and be detail oriented. Must be able to work independently. 

Organizational - Excellent organizational skills and attention to detail.

Professional - Must be able to work with a high level of confidentiality. 

Ideal Candidate:

In addition to the minimum qualifications, the most successful candidate will possess:

• A high degree of sensitivity to the public and constituencies.
• Strong interpersonal skills to interact with all levels of City government.
• Think strategically, anticipate problems, and bring innovative solutions.
• Proactive and effective communicator, both orally and in writing.
• Strong leadership skills.
• Ability to multi-task and prioritize.
• Excellent organizational and research skills with the ability to follow through.
• A proven track record of delivering high-quality, error-free products with tight deadlines.
• Experience with Microsoft Suite and electronic file management.
• Experience with the processing, distribution, publication, and posting of public notices.
• Experience with elections administration.
• Knowledgeable in invoice processing procedures; and
• Demonstrate skill in working with a wide range of people with tact, diplomacy, ethics, and integrity.

WORKING CONDITIONS

Work is performed in a standard office environment, requiring sitting for extended periods of time, and occasional light lifting (up to 15 lbs.). Job requires visual and physical capabilities to perform data entry and filing.

SALARY

$52,444-$78,666/year

APPLICATION DEADLINE:

Thursday, October 16