Assistant Town Clerk

Hiring Range

$26.56 - $28.89 per hour, depending on experience/qualifications

Generally, Monday-Friday; after-hours meetings and problem resolution.

As a member of the Town Clerk/Customer Service Division, individuals in this position serve the public, elected officials, Town Manager, and Town departments/divisions by providing a variety of services and information. The office of the Town Clerk also serves as the records manager for the Town. The work is essential and requires alertness, accuracy, versatility, adaptability, and patience. Individuals perform complex and moderately complex administrative functions to coordinate and support Boards, Commissions, and Records Management while assisting members of the Town Clerk’s office with day-to-day functions of the office.

The Individual in the Assistant Clerk role is also responsible for clearly articulating Town information, accurately collecting monies for various Town services, and supporting administrative functions such as municipal court, utility billing, sales tax, and building permits. The Individual solves problems and responds with tact, composure, and courtesy even when encountering contentious circumstances and assists individuals who may be experiencing significant stress.

Individuals work under the direct supervision of the Town Clerk and/or Customer Service Manager to carry out assigned duties, functions, roles, and projects in both routine and complex circumstances.

• Customer Service
• Administers town-wide records management system, document retention, and destruction policies and procedures pursuant to the Colorado Open Records Act, the Freedom of Information Act, and town-wide policies. Coordinates multi-department open records requests.
• Coordinates ordering and delivery of dinner for Town Board meetings.
• Performs a variety of support functions for management and various staff including composing/typing correspondence and maintaining and updating the Town Clerk page on the website.
• Serves as administrative support to Town of Windsor boards and commissions as needed, preparing agenda packets, and writing minutes. Attends Planning Commission and Board of Adjustments/Appeals meetings, reviews, and prepares final drafts of meeting minutes for packets.
• Organizes the annual volunteer appreciation event.
• Follows established Town Cemetery procedures and assures accurate records are kept on all lots including receipts for money and accounts for plots that are being purchased. Assists the public with the purchase of grave plots and arranges burials; locates graves for families and monument companies. Maintains, updates, and ensures compliance with policies and procedures associated with Town Cemetery.
• Attends Liquor Licensing Authority meetings, records and prepares minutes, and documents, and notifies licensee and state of all liquor violations following public hearings; coordinates payment for liquor licensing; maintains and updates liquor license database in a backup role.
• Assists with preparing and conducting municipal and coordinated elections in accordance with established laws, ordinances, and procedures.
• Serves as a representative between the Town and the general public and outside agencies including responding to requests for information and assistance, resolving issues, drafting routine responses, screening complaints, ensuring proper response by the Town to requests for services or complaints, providing follow-up and directing as necessary inquiries made in person or by telephone to appropriate individuals for response.
• Serves as backup to the front desk at Town Hall, performing functions as needed, including, but not limited to, front desk customer service, utilities payments and inquiries, municipal court clerk functions and building permits; telephone calls; greeting customers and guests; responding to customer needs, questions, suggestions, and complaints; directing callers to appropriate department personnel and/or taking messages.
• Receives payments of Town revenues; issues and stamps receipts; codes receipts with appropriate account numbers; endorses checks with stamp; and balances receipts and payments.
• Provides excellent customer service with clear, concise, and accurate information; follows up with customers as needed to ensure satisfaction and closure. Investigates and resolves non-routine and complex customer service issues requiring knowledge and understanding of the interrelationship of various departments' policies and proceduresli>
• Assists the public with questions requiring knowledge of policies and procedures in person, by telephone, or by email. Researches and responds to complex and general inquiries and complaints.

• May be involved in special projects that are directly or indirectly related to essential job functions.
• Continues educational and certification requirements in order to remain abreast of current methods and procedures.
• Assisting other…