Deputy City Clerk

Basic Purpose of the Job

Under supervision of the City Clerk, acts as support for City Clerk in performing related clerk duties. Performs a variety of administrative duties required to expedite the delivery of services. Responsible for oversight of electronic and paper records in compliance with municipal requirements. Administers municipal licenses and permits, assists with municipal elections, maintains cemetery records, coordinates scheduling of various facilities, and provides administrative support for the City Council.

• In the absence of the City Clerk and Senior Deputy Clerk, perform City Clerk duties: post meeting notices in accordance with state statute, organize City Council meetings to include preparing meeting agendas, packets and minutes, respond to citizen requests, and issue various City licenses and permits.
• Manage the City's central files by reviewing and organizing materials for filing and scanning. Maintain all records in the City's central files, and in off‑site storage in accordance with the Colorado Municipal Records Retention Schedule and the City's records management policies.
• Manage the off‑site storage facility by receiving and indexing materials submitted for storage, retrieving records requested by various departments, identifying and segregating records eligible for destruction, and performing data entry for tracking the inventory of items in off‑site storage.
• Provide administrative support for City Councilors by assisting with travel arrangements and accommodations, coordinating RSVPs for events, meetings, and conferences, organizing events hosted by the City Council, and tracking Council sponsor ships. Assist with City Council meeting set‑up.
• Assist with liquor licenses and permits, event permits, and other permits issued by the City Clerk's Office. Provide customer service for facility reservations.
• Administer requests for public records in accordance with state statute and City records management policies; assist City departments with locating documents and conducting research. Conduct annexation mailings and maintain annexation files in accordance with state statutes.
• Administer Cedar Creek Cemetery operations by coordinating burials, conducting lot sales, issuing internment agreements, maintaining records and handling requests for information.
• Assist with municipal election planning, implementation, and follow‑up. Maintain election records in compliance with state statute and CMRRS after the election process is completed.
• Provide administrative support for other City departments by posting agendas and preparing minutes for various boards and commissions. Serve as primary administrative support for the Planning Commission and serve as a member of the City event planning committee.
• Assist Municipal Court with coverage on an occasional basis when requested by the Court Administrator and approved by the City Clerk. Assist with Youth City Council coordination when requested by the Senior Deputy City Clerk.

• Associate's Degree required from an accredited college.
• Bachelor's degree preferred from an accredited college.
• Two years related administrative experience in a fast‑paced office setting with multi‑tasking; confidentiality required.
• Knowledge of municipal government codes and statutes related to City records and applicable federal and state laws, ordinances and regulations preferred.

• Current Certified Municipal Clerk (CMC) preferred;
  Ability to obtain CMC Certification within 4 years required.
• Ability to become a Colorado Notary Public Commission within 90 days of employment.
• Current Colorado driver's license with acceptable record.

Must possess ability to work in a standard office setting; attend meetings at various sites within and away from the City with some evening and/or weekend hours required; strength to lift and carry materials up to 20 pounds; vision to read printed materials and a computer screen; and hearing and speech to communicate with employees and the public. Works primarily in a clean, comfortable office environment.

Subject to many interruptions and pressure due to multiple calls and inquiries.

The City of Montrose is an Equal Opportunity Employer and participates in E-Verify to verify the identity and employment eligibility of all persons hired.