Deputy City & County Clerk

City and County of Broomfield - Broomfield, CO4.2

Full-time
Description
Selected applicants should prepare for interviews on the following dates. Below is the tentative interview schedule dates these are subject to change:

Date: February 28, March 1, March 7 - (Phone screening interviews)
Date: March 8, March 11, March 12 - (In-person panel interviews)

Requisition #2019-00039 now recruiting for the full time (exempt) position of Deputy City and County Clerk. Scheduled hours are generally Monday - Friday (8 am - 5 pm). This position does require additional hours as necessary.

The incumbent performs professional and managerial duties relating to the planning, directing, organizing, implementing, and coordinating of all programs and activities of the City & County Clerk's department, including City Clerk, Central Records, Elections and Motor Vehicle. The incumbent works in partnership with other employees, departments/divisions, external entities, and the public in delivering effective and innovative services. Provide holistic services to internal and external customers by seeking ways to integrate programs or services provided by other departments, divisions, and external entities.

Under the direction of the City & County Clerk, the Deputy City and County Clerk serves as a member of the department's leadership team. Performs professional work in support of the department, its mission, vision, and departmental values. This position plays a key role in the development of strategic vision and the successful attainment of the goals and objectives for the department and the City and County of Broomfield while ensuring quality assurance through the various divisions.

The Deputy exemplifies the characteristics required of collaborative, innovative and resilient work culture and models the appropriate behavior to create and maintain a resilient work culture within the department. The incumbent oversees the management of the department's day-to-day operations. The incumbent assumes the full responsibility of the department when the City & County Clerk is not available.

Essential Required Tasks/Examples of Duties
(Persons hired in this position must be able to perform all the essential tasks required by the position. The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required. The City and County of Broomfield retains the right to modify or change the duties or essential tasks and additional functions of the job at any time. Examples of duties are not intended to be all-inclusive or restrictive.)

Administrative Duties:
The incumbent serves as acting City & County Clerk as required, providing information at meetings and supervising staff as necessary. Works in partnership with the City & County Clerk and division supervisor/lead, and the Governmental Affairs Department, to track new legislation, perform research, and report on pending changes and subsequent impacts to services, allocated resources, and staffing considerations. Analyze operational procedures and recommend and implement changes in policy and procedures for the City & County Clerk department.

Oversee, and assist in drafting and coordination of City Council memorandums and ensure quality control of materials. Partner with the City and County Manager's office and all City and County Departments on initiatives that align with the mission, vision and values of continuous process improvement, including systems improvements. The incumbent establishes short and long-range goals including Strategic Outcomes, key indicators, and annual accomplishments to advance the City and County's mission, goals, and objectives; provides staff with the appropriate tools and guidance in order to reach those goals. He/she conducts planning sessions with appropriate audiences in order to gather ideas and information to effect innovative and cost-effective programs. He/she is responsible for making changes in organizational structure, methods, and procedures for the department. He/she analyzes operational procedures to ensure maximum efficiency and develops and implements policies, procedures and standards for efficient and effective operation and maintenance of operations, assuring compliance with established policies and procedures.

The incumbent is responsible for partnering with assigned staff in planning, developing, and implementing the overall vision, mission, programs, processes and projects of the department. He/she creates strategic plans, assembles staff resources, and delegates tasks to assigned staff members. He/she ensures that assigned staff works as a team to avoid duplication of service and to ensure that customer expectations are recognized and met. Attend and participate in management meetings, and other county and state meetings as required or at the request of the City & County Clerk.

The incumbent coordinates and balances activities of department with those of other divisions or departments, governmental agencies, consultants, developers, contractors, community organizations and the public. He/she maintains awareness of federal, state, and local laws, rules and regulations pertaining to operations. He/she researches, investigates and directs the resolution of complex problems, and conducts research on policy topics. He/she analyzes problems, identifies alternative solutions, projects consequences of proposed actions, and implements recommendations in support of goals. He/she provides assistance to other City and County departments as required.

Ensure a prompt response to all requests, direct items to appropriate staff for review or response, and manage the flow of information and response. Assist with reviewing and setting policy for all budget, financial, accounting, and other support systems for the department.

Budget/Resource Management:
Under direction from the City & County Clerk, and in partnership with the other divisions in the department, ensures responsibilities are performed within budget, performs cost control activities, monitors revenues and expenditures to assure sound fiscal control and financial integrity through data collection, prepares annual and semi-annual budget requests ensures effective and efficient use of budgeted funds, personnel, materials, facilities, and time. Work with the team to avoid duplication of service and to ensure that customer expectations are recognized and resolved thereby maximizing customer satisfaction.

Assist in the development of short and long-range goals including annual Performance Metrics and outcome measures to advance the City and County's mission, goals, and objectives. Evaluate and assist with decisions involving financial considerations and cost comparisons. In partnership with all divisions of the department, the incumbent promotes a culture of open dialog, communication, and respect for differing opinions. Working with community and state partners, the incumbent designs programs that anticipate/respond to needs and expectations and derives the maximum impact from the expenditure of money appropriated for these purposes.

Supervision/Development of Subordinates:
Under the direction of and in partnership with the City & County Clerk the incumbent provides supervision, direction, coaching, mentoring and overall development of staff. He/she will participate in the preparation, review and evaluate assigned annual performance reviews and provide coaching and mentoring as appropriate. He/she will work in partnership with Human Resources to design, implement, and sustain training curriculum to ensure that new employees are onboarded appropriately. The incumbent partners with assigned employees to develop workforce and succession plans. He/she issues oral and written guidelines and approves procedures developed by subordinate supervisors. He/She incorporates supervisory training and refresher courses that are ongoing ensuring all employees receive appropriate training. He/she appraises the performance of subordinate supervisors. He/she reviews performance evaluations written by subordinate supervisors and evaluates their recommendations.

The incumbent provides organizational leadership for planning and forming committees and work groups to meet strategic objectives. He/she works directly with managers/supervisors to address accountabilities and modeling of expectations related to work culture. With the City & County Clerk the incumbent will facilitate service and organizational change and supervise managers responsible for implementation. Investigates new trends and specific programs and facilitate testing of new techniques, materials, software and equipment with a focus on innovation and enhancement of the operations of the department. He/she will recommend and facilitate changes in departmental methods and procedures for improved, effective workflow and service to the public.

He/she reviews and analyzes work completed to determine effectiveness in meeting standards, goals, and objectives and assuring conformance to policies and procedures. He/she implements change and develops new projects or activities. He/she maintains harmony among workers and resolves grievances; performs or assists subordinates in performing duties. He/she assist subordinate employees in problematic areas. He/she initiates appropriate disciplinary actions based on recommendations of subordinate supervisors for assigned employees.

Public Relations/Communication:
The incumbent works with the City & County Clerk to develop, oversee and communicate a coordinated departmental relations plan. Foster effective working relationships with all City and County departments in addition to various governing and advisory boards, patrons, and others. The incumbent will initiate outreach and external partnership activities with committees and organizations that further the mission, vision, values, and strategic goals. He/she will attend meetings, workshops, conferences, and related consortial responsibilities as necessary for the maintenance of services provided by the department, as well as for professional development and networking opportunities.

He/she assists the City & County Clerk and staff in preparing and coordinating reports for the Mayor and City Council, boards/commissions, as well as City and County leadership.

The incumbent assists in the resolution or recommended actions regarding comments or complaints submitted by employees, patrons or community members.

Miscellaneous Duties:
The incumbent keeps operational records and makes required reports. He/she operates a personal computer including associated software programs. He/she operates a motor vehicle in traveling to and from work sites. He/she ensures that facilities and equipment are maintained properly and coordinate maintenance and repair functions. He/she evaluates service costs and makes related recommendations. He/she identifies and recommends improvements in departmental operations to ensure assigned functions are efficient and cost effective. Takes proper safety precautions to prevent accidents and follows safety regulations, enforces all safety policies and procedures. Responsible for the safety of self, others, assets, equipment and facilities; responsible for knowing and complying with all City and County of Broomfield and department policies; adheres to attendance and workplace attire policies. Performs related duties as assigned.

Minimum Qualifications
Training - Bachelor's degree from an accredited college or university with an emphasis in business or public administration or related field.

Experience - Three to five years of municipal/county administrative or operational experience including leadership/supervisory experience. Applicants must demonstrate working knowledge and demonstrated work experience in various program areas such as elections, recording, county motor vehicle operations, and/or city clerk operations.

OR

Any equivalent combination of training and experience that provides evidence that the applicant possesses the Necessary Applicant Traits.

NECESSARY SPECIAL REQUIREMENTS – Must be at least 21 years of age. Must possess and maintain a valid driver's license and safe driving record for continued employment. New hires must, as a condition of employment, pass the following pre-offer and post-offer/hire processes: oral board, reference checks, background checks including local police check and sex-offender registry, driving records check through DMV, and fingerprint checks through CBI/FBI.
Working Conditions
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. The noise level in the environment is moderate. Work is generally scheduled Monday through Friday with some weekend and evening hours required. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee is frequently required to sit, talk or hear, and use hands to finger, handle, or feel objects, tools, or controls. The employee is occasionally required to reach with hands and arms, walk and stand. Physical demands are described as light (exert up to 20 lbs. of force occasionally and/or up to 10 lbs. of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects, including the human body). Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.