GENERAL STATEMENT OF DUTIES: To perform a variety of complex and routine clerical, administrative, and technical support duties for the City Clerk?s office that support overall efficiency and operation of the office.
EXAMPLES OF DUTIES: (The following essential job functions and examples of duties are illustrative only and are not intended to be all inclusive. At the discretion of the supervisor and/or department director, duties may be modified to address business needs and changing business practices):
The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all inclusive.
Acts on behalf of, and in the capacity of, the City Clerk in his/her absence, including management of the Front Desk Staff, Municipal Court and Teen Court.
Attends City Council meetings and study sessions as required. In the absence of the City Clerk, records and prepares minutes at City Council meetings for approval by City Council and dissemination to the staff and the public.
Works with the City Clerk in the coordination and preparation of City Council agendas and meeting packets. Helps draft and organize ordinances, resolutions, proclamations and staff memos as needed. Reviews agenda and council packet for technical errors and formatting needs.
Works with the City Clerk to publish legal notices and recording documents as set out in municipal code. Organizes and files legal documents including ordinances, resolutions, and contracts.
Assists the City Clerk with document management including: maintenance of database, compliance with state approved retention schedule, destruction of documents, imaging process and training other departments and employees on records management.
Assists the City Clerk with the process for appointed citizen commissions, boards and committees including maintenance of databases, advertising, scheduling interviews and paperwork for the appointment process.
Researches and interprets state statutes, municipal code, charter and other documents governing elections, liquor licensing, public records, and other matters. Monitors legislative changes and suggests changes to policies and procedures in accordance with new laws and regulations. Works with the City Clerk to respond to Colorado Open Records Act (CORA) requests in accordance with policies and procedures and state statutes.
Serves as a backup to the Front-Desk Administrative Assistant, Municipal Court Clerks and Teen Court Coordinator.
Serves as a Notary Public.
Performs other duties as assigned.
Liquor Licensing Administration
Processes new liquor license applications, special event permit applications, change of manager applications, transfers of ownership, and annual renewals, ensuring all required information for applications is current and accurate.
Coordinates with Community Development, Tri-County Health Department, Police Department, Finance Department, Building Division, and South Metro Fire Department for renewal and annual compliance checks.
Submits fingerprint cards to CBI and performs on-line CBI background checks for business managers and corporate officers. Maintains manager registrations.
Prepares staff reports for new and compliance violations and presents to the City Council for their consideration of new liquor licenses and show cause public hearings for violations of the liquor code.
Maintains database and licensing filing system on all liquor licensed locations within the City of Lone Tree.
Assist with warrant process.
Serve as the City?s TAC (Terminal Agency Coordinator) with Colorado Bureau of Investigation (CBI) and Colorado Justice Information Security (CJIS) Trainer.
Assists the City Clerk with planning and administration of coordinated and municipal elections. Ensuring elections are conducted in accordance with state statutes, city charter and ordinances.
Administers provisions of the Fair Campaign Practices as set out in municipal code and state statutes.
Reports to: City Clerk
Other: Interacts with City employees, community partners, visitors, general public, and vendors.
Acts on behalf of, and in the capacity of, the City Clerk in his/her absence, including management of the Front Desk Staff, Municipal Court Clerks and Teen Court Coordinator.
Knowledge, Skills & Abilities:
Strong written and verbal communication skills with the ability to effectively communicate and interact with all levels of personnel within the City and the general public in a positive and cooperative manner.
Demonstrated personal effectiveness, credibility, thoroughness, flexibility, and collaboration skills.
Knowledge of state liquor laws.
Knowledge of state and municipal election laws.
Knowledge of web page maintenance.
Strong knowledge of computers and software applications including spreadsheet (Excel), word processing (Word), email and internet.
Ability to lead staff.
Ability to exercise initiative and judgment as well as make decisions within the scope of assigned authority.
Ability to work with minimal supervision and regularly exercise independent judgment based on a comprehensive knowledge of the city administrative policies, procedures, city ordinances and applicable State statutes.
Experience and Training Guidelines:
High school diploma or equivalent;
Bachelor’s Degree in Business Administration, Public Administration, or related field preferred.
Administrative experience in a municipal clerk's office or records/office management; or an equivalent combination of education and experience;
Preferred experience with Colorado Bureau of Investigation (CBI) and Colorado Justice Information Security (CJIS).
Certified Municipal Clerk designation or the ability to obtain such within four years of hire date.
Equipment Used, Work Environment and Physical Activities:
Driving: Must be physically capable of operating motor vehicles safely in the normal course of assignments.
Office equipment: Daily use of a copier, scanner, and printer.
Computer equipment: Daily use of a personal computer, MS Office software, GIS software.
Other equipment: Periodic use of large format printers and copiers.
Language skills: Reads, analyzes, and interprets technical journals, financial reports, and legal document; writes technical and professional reports and correspondence and using proper spelling, grammar, and style; presents information and responds to questions from senior management, citizens and large groups.
Mathematical skills: Performs mathematical calculations as needed.
Reasoning ability: Defines problems, collects data, establishes facts, and draws valid conclusions using a variety of abstract and concrete variables.
Physical activities: Sits for long periods of time; may walk, stand, bend, stoop, reach, climb, carry and lift for varying periods. Requires continuous and repetitive arm-hand-eye movement.
Lifting: May involve lifting and carrying up to 25 lbs. for short periods of time.
Vision and hearing: Must have visual acuity to see and read paper and electronic documents; must be able to answer telephones, communicate conversation and respond to verbal inquiries.
Exposure to environmental conditions: Work in office setting.
Position Type and Expected Hours of Work
This is a non-exempt, full time position, working 40 hours per week. The City of Lone Tree’s business hours are Monday through Friday, 8:00 a.m. to 5 p.m. with occasional evening meetings outside of regular business hours. Actual work schedule will be determined upon hire.