Town Clerk

Job title: Town Clerk

Department: Administration

Reports to: DIRECTOR OF ADMINISTRATIVE SERVICES

Employment status: REGULAR full-time

FLSA STATUS: EXEMPT

SALARY RANGE: $70,000-$85,000

Purpose:

The Town Clerk provides a wide range of services to the public, maintains official minutes and records of Town Council proceedings, serves as the official custodian of municipal records, administers elections, codifies ordinances and regulations, and serves as agent for the Town as well as custodian of the Seal of the Town of Monument. The Town Clerk performs professional and managerial duties and works in partnership with other employees, departments, external entities, and the public in delivering effective and innovative services.

Duties:

The following duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position specific duties.

• Perform all duties and exercise all powers incumbent upon or invested in Town Clerks by state law and the Monument Home Rule Charter.
• Assist citizens, business owners, government officials and others with Town matters. Provide responsible assistance to the Town Council, Town Manager, and Town Attorney. Serve as the liaison with other divisions, departments, outside agencies and the public. Research information in the municipal archives upon request of public officials, staff members, and private citizens, and provide information and material concerning the Town government.
• Oversee and manage the Town's records management program including developing procedures for records management, retrieval, and disposal. Maintain, dispose, and preserve official Town documents and records in accordance with the Colorado Municipal Records Retention Schedule. Supervise the storage and protection of the Town's permanent records.
• Prepare ordinances, resolutions, and proclamations so that they can be executed, recorded, archived, and distributed. Validate and oversee publication and posting of official documents. Oversee the periodic codification of ordinances in the municipal code.
• Collaborate with other staff to assist in the development and implementation of goals, objectives, policies, and priorities.
• Train, motivate, and evaluate assigned personnel and provide or coordinate staff training. Plan, direct, coordinate, and review work plans for assigned staff. Assign projects, review, and evaluate work products, and meet with staff to identify and resolve problems.
• Participate in the development and administration of the Town Clerk's Office annual budget. Participate in the forecast of funds needed for staffing, equipment, materials, and supplies. Monitor and approve expenditures, implement adjustments as needed.
• Plan and conduct stand-alone elections to include preparing polls, ballot boxes, voting machines and ballots. Instruct election judges as to election laws and procedures, issue absentee ballots, process all election ballots and report results to the Colorado Department of Local Affairs. Serve as the designated election official for coordinated elections and perform all duties identified in the associated intergovernmental agreement. Prepare nomination petition packets and determine sufficiency of circulated petitions.
• Oversee and assist in preparing meeting agendas, compiling background materials for Council review and preparation prior to meetings. Create and maintain official records of Town Council proceedings. Maintain permanent records of all ordinances, resolutions, contracts, and agreements approved by the Town Council.
• Provide a variety of routine and complex clerical and technical assistance in the issuance of business licenses, liquor licenses, solicitor licenses, farmers market permits, and special event liquor permits. Process license renewal applications, supervise collection of license and permit fees, and issue late notices and fines.
• Respond to open records request according to the Colorado Open Records Act.
• Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures and ensure appropriate service and staffing levels.
• Sell, record, index and maintain records of cemetery lots sold and arrange for interments and the payment of associated fees.
• Administer oaths or affirmations and serve a Public Notary.

Required Knowledge, Skills, and Abilities:

Knowledge of:

• Applicable Town, county, state, and federal laws, regulations, ordinances, and codes.
• Applicable Town policies and procedures.
• Municipal clerk duties, responsibilities, methods, and best practices in Colorado.
• Knowledge of office management procedures, records management, filing systems, and office correspondence.

Skilled in:

• Understanding and performing records management.

• Strong interpersonal and organizational skills, tact, and the ability to resolve problems and manage conflict.
• Utilizing problem-solving strategies.

• Providing high quality customer service.

Ability to:

• Work with sensitive or confidential information appropriately.
• Negotiate and resolve sensitive and controversial issues.
• Write accurate and succinct minutes.
• Create and maintain organized filing systems.
• Manage multiple tasks and meet deadlines.
• Communicate effectively orally and in writing.
• Operate standard office equipment including copiers, facsimile machine, and printers.
• Use standard computer software including word processing, database management, and spreadsheet applications.
• Establish and maintain effective working relationships with elected officials, Town staff, vendors, and the public.
• Prepare and analyze comprehensive reports.
• Carry out assigned projects to their completion with minimal supervision.

Minimum qualifications:

• High school graduation or GED equivalent.
• Minimum three (3) years of experience in local government.
• Minimum of two (2) years of experience in municipal clerk or executive office duties.
• Notary Public Certification within six (6) months of starting employment.
• Certified Municipal Clerk preferred.
• Ability to obtain Certified Municipal Clerk status within three (3) years of starting employment.
• Ability to work evenings to attend public meetings, including weekends as may be necessary.
• Any equivalent combination of training, education, and experience, which provides the individual with the required knowledge, skills, and abilities to perform the job.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk, use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderately quiet.