City Clerk

We are seeking a dynamic and visionary City Clerk to join our team and play a pivotal role in shaping the future of our City!

In this essential position, you will manage official records and ensure transparency by accurately documenting City Council meetings and overseeing various Boards, Commissions, and Authorities. As the designated election official, you'll facilitate local elections and uphold our democratic processes. You will lead a dedicated team, establish efficient procedures, and align our division with the City’s strategic goals. Additionally, you’ll administer key licensing programs and serve as the custodian of the city seal while acting as a Passport Facility Manager on behalf of the U.S. Department of State.

Essential Duties & Responsibilities

• Prepares and oversees the compilation of all official City Council actions

• Serve as the designated election official for all municipal elections, general improvement district elections, special municipal elections, and other elections that may be required in in accordance with state constitution, state statutes, home-rule charter and municipal code (2)

• General oversite of all liquor, marijuana, and business licensing within the City, in accordance with applicable state statutes, municipal codes, and home rule charter

• Serves as the custodian of all official City records and responds to public information requests

• Oversees the federally designated passport acceptance program

• Oversees preparation and distribution of all City Council, URA, general improvement district boards agendas

• Oversees city-wide records management policies, retention and disposal schedules

• Maintains the custody, organization, safety, and security of records and archives of the City including ordinances, resolutions, contracts, agreements, deeds, insurance documents and minutes

• Develops, organizes, and presents annual work program and division budget

• Conducts a variety of studies, investigations and research projects

• Responds to and resolves difficult and sensitive citizen inquiries and complaints

• Monitors and evaluates the effectiveness of services and information provided to the public and makes recommendations for changes when necessary

• Attends meetings as the official or ex-officio Secretary. Compiles meeting notes and records that accurately reflect the proceedings

• Prepares reports and correspondence as required

• Member of the Leadership Team

• Works with police department and hearing officer to schedule sex offender residency exception

Performs other duties as assigned

Essential Supervisory Duties:

Supervises division employees, documents performance highlights, provides regular performance feedback, coaches and mentors employees, assigns work, and determines employment actions such as hiring, termination, and salary changes

Assigns, reviews, and monitors staff resources and demands to meet the division’s goals and objectives

Prepares timely performance evaluations that clearly define expectations

Mentors staff and identifies training opportunities to maximize performance

Monitors training outcomes based on established training standards and requirements

Develops and implements division goals, objectives, priorities, procedures and policies

Manages division personnel including the selection process, training and development of the staff, performance reviews, promotions, demotions, terminations and disciplinary actions

Establishes the division structure and processes including lines of authority and communication channels

Minimum Qualifications

Bachelor's degree in public administration or related field plus six years of progressively responsible municipal government experience required. Supervisory experience or training required. Certified Municipal Clerk certification preferred and will be required within four years of employment. Active membership in the Colorado Municipal Clerk's Association and the International Institute of Municipal Clerks is preferred. Must possess or have the ability to obtain a valid Notary Public license and passport certification. An equivalent combination of education, training and experience which provides the required knowledge, skills and abilities may be considered. Must possess a valid Colorado driver's license.

Knowledge, Skills, and Abilities

Knowledge of

City ordinances, state statutes, and rules and regulations pertaining to municipal records management, municipal elections, and liquor licensing

the terminology used in City government and in municipal and state legislation

business English, grammar and spelling

the principles and practices of records management and the Colorado Municipal Records Retention Schedule

complex filing systems and document security including Enterprise Content Management and electronic document and imaging systems

passport requirements and processes

the policies, procedures, activities, mission and goals of the City

Skill in

conflict resolution

clerical and organizational skills

Ability to

recognize and incorporate changes in policy, procedures, methods, systems and processes into the operations of the division

negotiate and resolve sensitive and controversial issues

communicate clearly and concisely both orally and in writing

work successfully in a team-oriented atmosphere that provides business, citizens and employees with accurate information, excellent customer service

Equipment Used, Work Environment and Physical Activities

• Driving: May need, or have ability, to drive a city or personal vehicle in the normal course of business

• Office Equipment: Daily use of computer, keyboard, copier, scanner, printer, calculator, phone (desk and cell). Daily use of software programs including Microsoft Office Suite, Outlook, Word, Excel

• Other Equipment: None

• Physical Activities: Sits for long periods of time; light physical activity that may include walking, standing, stooping, bending, reaching, lifting and carrying

• Lifting: Ability to lift, carry, and exert up to 25 pounds

• 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 inquires

• Exposure to Environmental Conditions: Position generally works in an office setting with overhead lighting and long periods of screen time

• Schedule: Position generally scheduled Monday - Friday; occasionally weekend work. Will require attendance at evening meetings, council sessions or after-hour events

• Additional Working Conditions: May be required to visit external, non-city work sites with the City having limited control over the work environment

Reasonable accommodation may be made to individuals with disabilities for the essential functions of the job.

NOTE: This job description is not intended to be an exhaustive list of all responsibilities and qualifications. Employees are accountable for all duties associated with this position..

The City of Commerce City is an equal opportunity employer.

We care about our employees and offer a generous benefits package: Health & wellness benefits, 8% retirement contribution match and 3% 457 Deferred Compensation match, general leave, work/life balance, and more.

Process Overview:

Apply Today: We ask that you complete and submit an online application AND INCLUDE A RESUME AND COVER LETTER, which will be used to screen for minimum qualifications (MQs) and determine starting pay in accordance with the provisions of the Colorado Equal Pay for Equal Work Act.

Qualification Review: HR will screen applications for minimum qualifications after the posting closes.

Application Review: Applications for candidates who meet minimum qualifications will be forwarded to the hiring manager, who will review and evaluate application materials.

Interview(s): We aim to schedule interviews with candidates who meet the minimum qualifications and pass the application review.

Tentative Recruitment Timeline:

Deadline to Apply: Friday, December 5th at 12pm.

Zoom Interviews: Week of December 8th.

Panel Interviews: Week of December 15th.