Deputy Town Clerk - Records

Job Details:
Level: Experienced,

Job Location:

Town Hall - Erie, CO, Position Type:
Full Time, Salary Range: $34.86 - $48.81

Hourly, Job Category:
Town Administration,

The Town of Erie is looking to hire a Deputy Town Clerk to join our Town Administration team who will have a specific focus on records management. This role plays a key part in supporting the Town’s commitment to organized, transparent, and accessible governance. Under the general guidance of the Town Clerk, the Deputy Town Clerk helps lead the maintenance and preservation of the Town’s permanent and inactive records, contributing to the development and ongoing operation of a comprehensive records management program.

This includes creating and refining policies, procedures, and processes for managing both paper and electronic records.

The Deputy Town Clerk also serves as a helpful and knowledgeable resource for Town staff and the public, assisting with inquiries related to Town Clerk operations such as Town Council actions, advisory boards and commissions, elections, records, liquor licensing, and permits. This position works within well-established guidelines, with opportunities to grow expertise and confidently take on responsibilities independently.

All staff are expected to adhere to the Town’s mission, vision and values of TRUE.

• Fulfills records requests under the Colorado Open Records Act.
• Administers end-user access and security and serves as the point of contact for questions and other requests related to Central Records and Laserfiche.
• Collaborates with the Information Technology (IT) Department to integrate records with the Laserfiche content management system.
• Identifies and classifies documents and other content according to characteristics such as security level, function, and metadata.
• Analyzes records for appropriate retention based on approved records retention schedules. (Colorado Municipal Records Retention Schedule)
• Assists with management of imaging projects for all departments and assists all departments with Laserfiche technology and best practices for records management.
• Assists with preparation of meeting documents; attends Town Council meetings when required or in the absence of the Town Clerk, finalizes legislative materials in accordance with Colorado Revised Statutes.
• Prepares and maintains departmental records and reports for meetings, agendas, issues public notification of all official activities and meetings.
• Assists with administration of Town owned cemetery and coordinates with Parks and Recreation for internments.
• backs up the Town Clerk as needed.

• Assists with the operation and function of all municipal elections in accordance with State Statutes.
• Schedules and coordinates meetings and conferences.
• May cover front desk at Town Hall as needed
• Performs general office and administrative duties for the Town Clerk’s office and/or Town Manager’s office including, but not limited to: calendar maintenance, email monitoring, invoice processing, contract maintenance, correspondence, and vendor relations.

• Records documents with counties.
• Notarizes documents for staff members and public.
• Performs related work as required and assigned.
• Evening meetings required.

• High school diploma or equivalent (GED)
• Four years progressively responsible administrative or records work in the public sector with exposure to a municipal clerk’s office or function
• Ability to obtain designation as Notary Public within six months of hire
• Possession of, or ability to obtain a Certified Municipal Clerk (CMC) certification through the International Institute of Municipal Clerks within four years of hire
• Working knowledge of relevant office computer…