Deputy City Clerk

The City of Arvada is seeking a detail-oriented and customer-focused Deputy City Clerk to support the daily operations of the City Clerk’s Office, with primary responsibility for liquor licensing and municipal licensing programs. This role also supports elections, public records, City Council meetings, and official records, and serves as Acting City Clerk in the City Clerk’s absence.

Essential Job Functions

• Serves as Acting City Clerk in the City Clerk’s absence and performs the City Clerk’s duties as authorized; consistent with applicable law, the City Charter, City Code, and City policies.
• Provides training and guidance to staff on licensing procedures, City Clerk functions, records, systems, and applicable requirements; and performs assigned administrative functions, including purchasing, accounts payable, and expense reimbursements.
• Administers the City’s liquor licensing and assigned municipal licensing programs, including applications, renewals, transfers, ownership changes, temporary permits, manager registrations, special events, and other licenses. Reviews applications for completeness and compliance, coordinates required investigations and reviews, and prepares and issues licenses, notices, correspondence, and related documentation.
• Interprets and applies applicable federal, state, and local laws, regulations, policies, and procedures; advises applicants, licensees, City staff, elected officials, and the public on licensing requirements; resolves complex regulatory issues; monitors legislative and regulatory changes; and coordinates with the City Attorney’s Office, Public Safety, other City departments, the Colorado Department of Revenue, and other agencies.
• Coordinates Liquor Authority proceedings, including preparing agendas, staff reports, notices, and meeting materials; attending meetings; recording minutes and official actions; documenting violations following hearings; distributing required notifications; coordinating board member payments; and maintaining official records.
• Assists with City Clerk functions related to elections, Colorado Open Records Act (CORA) requests, legal notices, notarization, annexation notices, boards and commissions, City Council meetings and agenda packets, and the maintenance and codification of City policies, ordinances, resolutions, and City Code provisions.
• Maintains licensing and City Clerk records, databases, tracking systems, and official documents; coordinates required filings and recordings with appropriate agencies; monitors applications and deadlines; generates reports; and identifies opportunities to improve records management and operational efficiency.
• Analyzes complex administrative and regulatory issues, evaluates alternatives, and develops recommendations consistent with applicable requirements and organizational objectives.
• Establishes and maintains effective working relationships with City staff, management, elected officials, applicants, licensees, regulatory agencies, and the public. Represents the City Clerk’s Office professionally at meetings, hearings, training sessions, and other City and community activities.
• Travels to and attends team and organizational meetings, training, events and activities and appropriately and professionally represents the department.

Other Job Functions

• Performs other duties as assigned.

Knowledge Skills and Abilities

• Advanced knowledge of state and local liquor licensing laws, regulations, policies, procedures, and administrative requirements.
• Strong knowledge of federal, state, and local laws and regulations applicable to municipal licensing and City Clerk’s Office functions, including the Colorado Constitution, Colorado Revised Statutes, Colorado Code of Regulations, City Charter, and City Code.
• Strong knowledge of requirements and practices related to open meetings, open records, public records, records retention, and municipal records management.
• Strong knowledge of municipal government operations, including public hearings, legal notices, official municipal documents, and other City Clerk’s Office functions.
• Ability to research, interpret, and apply complex laws, regulations, ordinances, policies, and procedures; analyze regulatory and administrative issues; exercise sound independent judgment; and develop appropriate recommendations.
• Strong organizational and project management skills, including the ability to manage multiple priorities, meet deadlines, maintain accurate records, and adapt to changing requirements.
• Strong written and verbal communication skills, including the ability to explain complex regulatory and administrative requirements, provide guidance and training, and present information effectively to individuals and groups.
• Strong customer service and interpersonal skills, including the ability to handle difficult or sensitive situations professionally and establish effective working relationships with City staff, elected officials, applicants, licensees, regulatory agencies, and the public.
• Proficiency with computer applications, databases, document management systems, and other relevant technology, with the ability to learn and implement new systems.
• Ability to maintain accurate and confidential records and appropriately handle sensitive information.
• Ability to work independently with limited supervision and collaboratively as part of a team.
• Ability to attend meetings, hearings, training, events, and other City activities outside regular business hours as needed.
• Must be able to operate a motor vehicle.

License & Certification

• A valid Colorado driver's license and acceptable driving record
• Notary Public Designation preferred or ability to become a Notary Public

Education Degree

• High School/GED

Education Required

• Yes

Education Preferred

• Associate’s or Bachelor’s degree in Public Administration, Business Administration, Political Science, Government, Paralegal Studies, or a related field.

Work Experience Related

• Five (5) years of progressively responsible experience in secretarial and administrative work
• Three (3) years related experience required in a city or county setting. (City Clerk experience preferred.)