District Clerk

Job Description

District Clerk

Application Closing Deadline: For best consideration, please submit your application materials by 4:00 p.m. July 15, 2026

Hiring Range is $72,962 to $91,507 annually based on qualifications, education and experience as it relates to the position.

Position Summary

Under general direction of the Executive Director, performs administrative duties associated with supporting the Board of Directors and Executive Director. Serves as the District's Official Custodian of Records and manages all Colorado Open Act (CORA) requests for the District. Compiles and analyzes data to develop and recommend policies and administrative regulations. Serves as the Designated Election Official for the District, managing all aspects of District elections in accordance with state statute. Performs duties in a manner consistent with the stated values of the organization.

Essential Duties

Management/Leadership

• Assists the Executive Director in carrying out the District's vision, mission and goals. Promotes and fosters an organizational culture based on superior customer service, the guiding principles and values of the District and its mission to the community.
• Demonstrates appropriate financial management relative to the District Clerk area. Prepares, justifies, recommends and is administratively responsible for monitoring the assigned budget to be accountable to budget goals including interpreting and generating various financial reports. May prepare purchase orders, RFPs, journal transfers, profit/loss reports, and invoice requests.
• Performs long-range planning for assigned areas and participates in District departmental long-range planning.
• Coordinates services and activities of assigned areas with other District areas, local agencies, State governmental agencies, and other community partners.
• Provides reports, studies and recommendations to the Executive Director to justify needs of the area(s) to support the Executive Director in decision-making.
• Manages broad scope special projects or initiatives of major concern or investment to the District.
• Develops and maintains relationships with District employees, vendors, various outside users' groups and associations.
• Identifies, researches, and assists in the correction of problems or issues.
• Responds tactfully, respectfully and in a timely manner to inquiries and problems in person, through email, phone and mail by providing helpful information and explanations in-line with District policies and procedures. Thoughtfully handles confrontational or stressful interactions.
• Assists with various research, project work, and presentation development as needed.
• Attends and participate in staff meetings, trainings and, orientations.
• Attends and participates in professional group meetings; stays abreast of new trends and innovations in assigned areas.
• Attends work on a regular, reliable and punctual basis.
  
  

Public Meeting and Board Management

• Prepares agendas for Board meetings and Study Sessions. Gathers input from the Executive Director, Board Members, and Department Directors. Posts meeting notices as required by statute.
• Attends all Board meetings and Study Sessions and prepares meeting minutes. Follows up with others to ensure appropriate action is taken in a timely manner.
• Responsible for preparing and delivering large packets of materials containing information and written comments relating to agenda items for the Board meetings. Ensures accuracy, quality and transparency.
• Prepares calendar for Board Members and key staff including board meetings, committee meetings, community meetings, and other events that involve attendance of the Board or individual Board Members.
• Acts as liaison to Board members. Makes phone calls, answers questions, and provides assistance.
• Prepares and arranges for administration of certificates of appointment and oaths of office for board members.
• Prepares and files statutory notices with the Department of Local Affairs, County Clerk and Recorders and Secretary of State.
  
  

Public Records Management

• Serves at the Custodian of Records for the District, ensuring all records are secure, organized and accessible
• Responsible for the timely review and response of all requests made under the Colorado Open Records Act; identifies and gathers responsive records, redacting exempt information while adhering to strict statutory timelines.
• Provides Notary Public services.
• Responsible for record retention practices to include retaining and destruction of records according to applicable District policies and State and Federal retention laws.
• Assists in meeting state budget and audit law requirements by preparing and publishing notices of public hearings to consider budget or budget amendment; preparing and reviewing with legal counsel all resolutions and certifications for adoption of budget or budget amendments, and certifications of mill levies; and coordinating and ensuring filing of certifications of mill levies and budget documentation with local and state agencies prior to statutory deadlines.
  
  

Elections Administration

• Assists with all types of elections (Polling Place, Independent Mail Ballot, and Coordinated) for District elections and serves as the Designated Election Official (DEO). Coordinate elections with counties. Responsible for ensuring statutory election deadlines are tracked and met.
• Maintains elections equipment and supplies.
• Maintains voter registration records. Reviews property records and determine eligible electors.
• Prepares election forms. Processes in-coming and out-going election ballots in preparation for official vote counts.
• Coordinates the absentee balloting process.
• Serves on election boards, including write-in boards, conducting official hand counts and official recounts. Trains election judges.
• Assists with certification of results and filing with appropriate agencies.
  
  

Executive Director Administrative Support

• Schedules meetings and manages calendar.
• Manages the District strategic plan. Tracks progress
• Prepares, reviews, and/or responds to contracts, notices, applications, letters, memoranda, and any other documents, as required.
  
  

This job description should not be construed to imply that these requirements are the exclusive duties of the position. Incumbents may be required to follow any other instructions, and to perform any other related duties, as may be required.

Education And/or Experience

• Bachelor's degree in Public Administration, Business Administration or other related field.
• Four (4) years of increasingly responsible relevant professional experience that includes two (2) years' experience with a governmental entity/special District.
• Experience with data research, collection and analysis techniques, and the preparation of written and oral reports preferred.
• Previous supervisory experience preferred.
• Any combination of experience, training and education that demonstrates the required knowledge, skills and abilities to perform the essential functions of the position may be considered.
  
  

Licenses, Certifications, And Other Requirements

• Notary Public Certification or the ability to obtain upon hire.
• Must possess a valid Colorado Driver License or the ability to obtain upon hire and maintain an acceptable driving record.
  
  

Necessary Knowledge, Skills And Abilities

• Knowledge of special districts and Colorado local government operations, special district election requirements and procedures.
• Must be highly motivated and take direction well.
• Ability to work independently and with a team in a fast-paced and high volume environment with emphasis on accuracy and timeliness.
• Excellent interpersonal skills with the ability to provide outstanding customer service, establish and maintain effective working relationships, and interact with others in a professional manner.
• Strong proofreading skills, ensuring grammatical accuracy, and consistency.
• Thorough knowledge of Microsoft Office applications, including Excel, Word and Outlook.
• Thorough knowledge of Special Districts and local municipalities.
• Solid organizational skills with excellent accuracy and attention to detail.
• The ability to successfully analyze data, meet deadlines and provide accurate professional documents and complex reports under tight deadlines.
• Strong leadership skills with the ability to effectively direct and supervise assigned functions.
• Ability to set priorities and make adjustments as needed to effectively manage multiple projects and organizational priorities.
• Ability to recognize and deal with administrative problems in a constructive manner.
• Excellent communication skills to express facts, data, and ideas clearly and concisely both orally and in writing; build consensus with citizen groups and/or District personnel; and negotiate contract elements with consultants and contractors.
  
  

Material And Equipment Used

• Uses standard office equipment including a desktop computer, 10-Key calculator, phone, printer, and photo copier.
• This position may be required to drive a personal motor vehicle to various District and off site facilities.
  
  

Working Environment

• Works primarily in a clean, comfortable office environment subject to interruptions and background noise.
• Occasionally travels to various work sites and remote locations in field environments with exposure to noise and other hazards.
  
  

Physical Requirements

• Sedentary work for long periods of time.
• Occasional physical work lifting up to 10 pounds.
• Occasional lifting, carrying, walking and standing.
• Occasionally required to use hands and fingers to handle or feel objects, tools or controls; reach with hands and arms; and stoop, kneel, crouch or crawl.
• Frequent hand/eye coordination to operate personal computer and office equipment.
• Vision for reading, recording and interpreting information.
• Speech communication and hearing to maintain clear and effective communication. Must understand and be understood.
  
  

This list is not all-inclusive and represents examples of the work environment and physical demands.

South Suburban Park & Recreation District is an Equal Opportunity Employer.

We've Got You Covered!

South Suburban Offers

• Competitive medical, dental and vision plans
• Disability and life insurance
• Flexible spending accounts (FSA's)
  
  

Happy Employees Are the Best Employees

• South Suburban provides an employee assistance program at no cost that includes: counseling, financial planning, legal assistance, and much more!
• Our Employee Wellness Program gives covered staff the ability to reduce their medical premium by $390 annually
  
  

Take Time Away To Do What You Enjoy

• 10 paid holidays per year
• 4 personal days per year
• Earn 11.5 paid vacation days per year
• Paid sick leave to rest, recover, and take care of yourself
  
  

We've Got Your Back

• Up to 9% 401(a) Employer contribution/match that vest after 3 years of service
• Trainings to grow your professional and personal skill set
• Tuition Reimbursement Program that covers up to $2,500 per year
  
  

Play Where You Work

• Employee engagement is a priority at South Suburban. Staff gatherings have included: pictures with the Stanley Cup, Chili Cook-Off, Ice Cream Social, Shuffleboard Tournament, Employee Appreciation Luncheon, just to name a few
• Monthly wellness challenge opportunities and staff recognition honors
  
  

We LOVE Our Facilities And So Will You

• Free daily admission to recreation centers, tennis courts, ice rinks and swimming pools
• 50% off food at South Suburban restaurants
• $5 to $10 for nine holes of golf at four different courses
  
  

SSPRD offers an excellent comprehensive benefit package including but not limited to: Medical/Dental/Vision. For a more detailed overview please view the Benefits Guide for Full-Time Employees

About Us

Our mission is to foster healthy living through stewardship of the environment, parks, trails, and open space by providing recreational services and programs.

We serve residents in Bow Mar, Columbine Valley, Centennial west of I-25, Littleton, Lone Tree and Sheridan and unincorporated portions of Douglas, Jefferson and Arapahoe counties. We operate four full-service recreation centers, golf courses, outdoor pools and restaurants, two ice centers and miniature golf courses, a botanical garden event center, a BMX track, a sports dome, batting cages, an entertainment center, a hotel and a nature center. In addition, we maintain nearly 3,800 acres of developed and open space land, including 119 multi-purpose athletic fields, more than 100 parks, nearly 80 miles of trails, 60 playgrounds, 56 tennis courts, and the 880-acre South Platte Park.

Required Experience

Keyword: District Clerk