JOB
Basic Purpose of the Job:
Under supervision of the City Clerk, acts as support for City Clerk in performing related clerk duties. Performs a variety of administrative duties required to expedite the delivery of services. Responsible for oversight of electronic and paper records in compliance with municipal requirements. Administers municipal licenses and permits, assists with municipal elections, maintains cemetery records, coordinates scheduling of various facilities, and provides administrative support for the City Council. EXAMPLE OF DUTIES
Essential Functions:
(Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. The list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.)
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In the absence of the City Clerk and Senior Deputy Clerk, perform City Clerk duties: post meeting notices in accordance with state statute, organize City Council meetings to include preparing meeting agendas, packets and minutes, respond to citizen requests, and issue various City licenses and permits.
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Manage the City's central files by reviewing and organizing materials for filing and scanning. Maintain all records in the City's central files, and in off-site storage in accordance with the Colorado Municipal Records Retention Schedule and the City's records management policies.
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Manage the off-site storage facility by receiving and indexing materials submitted for storage, retrieving records requested by various department, identifying and segregating records eligible for destruction, and performing data entry for tracking the inventory of items in off-site storage..
- Provide administrative support for City Councilors by assisting with travel arrangements and accommodations, coordinating RSVPs for events, meetings, and conferences, organizing events hosted by the City Council, and tracking Council sponsorships. Assist with City Council meeting set-up.
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Assist with liquor licenses and permits, event permits, and other permits issued by the City Clerk's Office. Provide customer service for facility reservations.
- Administer requests for public records in accordance with state statute and City records management policies; Assist City departments with locating documents and conducting research. Conduct annexation mailings and maintain annexation files in accordance with state statutes.
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Administer Cedar Creek Cemetery operations by coordinating burials, conducting lot sales, issuing internment agreements, maintaining records and handling requests for information.
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Assist with municipal election planning, implementation, and follow up. Maintain election records in compliance with state statute and CMRRS after the election process is completed.
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Provide administrative support for other City departments by posting agendas and preparing minutes for various boards and commissions. Serve as primary administrative support for the Planning Commission and serve as a member of the City event planning committee.
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Assist Municipal Court with coverage on an occasional basis when requested by the Court Administrator and approved by the City Clerk. Assist with Youth City Council coordination when requested by the Senior Deputy City Clerk.
Core Beliefs:
Core beliefs are deeply held values and assumptions that guide individuals in the workplace. Core beliefs define how we do things. By establishing core beliefs, the City of Montrose is creating a common culture that shapes employee behavior in a positive and predictable manner. When these beliefs are shared, they create cohesiveness and mutual commitment in the organization and flexibility to changes as they occur.
Our core beliefs are centered on exceptional service and are based around treating our customers and fellow team members with dignity and respect. We value teamwork and recognize that we must continually strive to improve the customer experience. Every team member, regardless of job title, plays a part in creating a service environment and each are empowered to respond to the needs of our customers and teammates. We have six Core Beliefs: Respect, Ethics, Leadership, Accountability, Transparency, Excellence in Service (RELATE). SUPPLEMENTAL INFORMATION Late applications will not be accepted. All candidates are subject to a pre-employment background check and drug screen. The City of Montrose is an Equal Opportunity Employer and participates in E-Verify to verify the identity and employment eligibility of all persons hired.
