Deputy Clerk

Job Description

Title: Deputy Clerk

Division: Finance/Administration

Code: 121

Performs a variety of working level, general administrative and complex clerical duties as needed to expedite various administrative functions of the City including liquor licensing, municipal records, assisting with elections, etc. Serves as ex officio City Clerk in the absence of the Director of Finance & Administration.

Works under the general supervision of the Director of Finance & Administration..

None

Licensing/Permits: Processes new liquor license applications, liquor license renewal applications; processes Special Events Permit applications; posts public hearing notices for license applications and special events; arranges annual Liquor License Workshop;

Records Management: Codes and enters physical documents and records that are routed for filing into Functional Filing System (FFS); creates 'pdf' version of those records and saves files in the parallel e-FFS; maintains FFS indices in hard copy and electronically; coordinates FFS with Records Retention Schedule for proper disposition of records.

Registration and Permitting: Ensures that all Business Registrations and Huckstering Permits are up to date on a weekly basis. Register and renew City Vehicles in a timely and as needed manner.

Elections: Assists Finance & Administration Director with election processes and procedures, as needed.

City Council and Planning Commission: Attends City Council and Planning Commission meetings, takes and transcribes minutes; routes approved minutes for the web site, Council packet, and Functional Filing System.

Administrative Support: Acts as city receptionist, and directs callers to appropriate City personnel for service and assistance, assists walk-in customers and represents the city in face-to-face contact with the general public; provides support for other administrative staff positions. The following outlines detailed expectations:

Typing Proficiency: Ability to type at least 50 words per minute with accuracy.

Physical Requirements: Ability to lift and carry items weighing up to 25 pounds.

Problem-Solving Skills: Demonstrated ability to identify issues, evaluate options, and implement effective solutions.

Workplace Organization: Maintains a clean, orderly, and professional work environment; helps ensure shared administrative areas remain neat and well-organized.

Technology Proficiency: Must demonstrate strong working knowledge of Microsoft Office (Word, Excel, Outlook, etc.), Gmail, and Google Drive. Must be comfortable navigating cloud-based systems and adapting to new software tools as needed.

Administrative Coordination: Ability to coordinate and manage City and Council travel arrangements, training registrations, itineraries, and related administrative logistics.

Customer Service: Demonstrates friendly, proactive, and professional customer service skills when interacting with staff, Council members, and the public.

Performs related duties as required.

1. Education and Experience:

A. Graduation from high school;

AND

B. Two (2) years of responsible experience related to above duties;

OR

C. An equivalent combination of education or experience.

1. Knowledge, Skills, and Abilities:

Working knowledge of general office maintenance and practices; telephone operations and receptionist functions; utility billing and collection procedures and processes; operation of computer in utilizing various software programs related to word processing, spreadsheet and data base management; operation of standard office equipment; basic mathematics and accounting (business applications); interpersonal communication skills and telephone etiquette; public relations; internal control procedures related to financial transactions and recordkeeping; bookkeeping and general accounting techniques most appropriate to computerized systems; basic clerical and record keeping functions essential to operations.

Considerable Skill in the use of computer and computer related resources, i.e., Google and Microsoft systems; customer relations and cooperative problem-solving.

Ability to communicate effectively with customers; perform basic mathematical calculations; maintain strict confidentiality related to sensitive administrative information; operate personal computer in utilizing various programs including Google & Microsoft applications to produce or compose formal documents, reports and records; operate standard office equipment; develop effective working relationships with supervisors, fellow employees, and the public.

1. Special Qualifications:

Must be able to demonstrate keyboard and 10-key skills, with accuracy. Must be willing to obtain certification with the Colorado Municipal Clerk's Association. Must obtain license to serve as a notary. Must be willing to attend Beginning and Intermediate Governmental Accounting trainings.

1. Work Environment:

Work performed in a typical office setting with appropriate climate controls. Tasks require a variety of physical activities, not generally involving muscular strain, including walking, standing, stooping, sitting, reaching, and light lifting. Talking, hearing and seeing are essential in the performance of daily tasks. Common eye, hand, finger dexterity required. Mental application utilizes memory for details, verbal instructions, emotional stability and complex thinking. Workplace stress associated with customer service can be an everyday occurrence.

*****

Disclaimer: In compliance with the ADA, reasonable accommodation will be considered, upon request, on a case-by-case basis during both the pre-employment process and to accommodate post-employment changes in employee physical abilities. Accommodation decisions will be influenced by the need to prevent "undue hardship" to the city. The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify any and/or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.

Job Type: Full-time

Pay: $ $36.06 per hour

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Ability to Commute:

• Ouray, CO Required)

Work Location: In person

Salary : $36