Deputy City Clerk

CITY OF EVANS

EMPLOYMENT ANNOUNCEMENT

Job Title

Deputy City Clerk

Department

City Manager

FLSA Status

Exempt

Division

City Clerk

Reports To

City Clerk

Classification

Full-time Regular

Requisition

1619

Salary Range

$60,907.00-$73,088.00/year

Opening Date

Tuesday, February 4, 2025

Closing Date

Friday, February 21, 2025

NATURE OF WORK: The Deputy City Clerk is under general supervision and provides administrative functions to coordinate and support the City Clerk’s office, including maintenance of records, licensing, elections, cemetery administration, Council agenda process, and official actions in the absence of the City Clerk. This position assists other assigned staff and the general public with inquiries about City operations, services, ordinances, events, and other information.

Essential Duties, Knowledge, Skills, And Abilities

• Employee possesses the knowledge, skills, and abilities to perform all the essential duties of the job safely and satisfactorily, including, but not limited to municipal governance, teamwork, problem-solving, relationship-building, customer service, detail oriented, technology/equipment proficiency, policy adherence, time management, result-orientation, research and analyzing data, decision-making, self-motivation, stewardship, integrity, and upholding our EDGE core values.
• Ability to listen to, read, understand, and communicate the English language both orally and in writing so others can understand, such as correspondence, report writing, and emails.
• To support consistent high-quality service for our community and each other, it is the expectation of all employees to be punctual and have good attendance and to communicate effectively for scheduling conflicts or when taking leave according to city policy.
• Serves as City Clerk, assuming functions and responsibilities of the City Clerk, in the City Clerk’s absence.
• Serves as back-up to the City Clerk for City Council and Urban Renewal Authority. Staffs City Council and Urban Renewal Authority meetings as needed; assists with preparing and/or reviewing meeting minutes and City Council and Urban Renewal Authority packets using accuracy and completeness. Prepares notices for public hearings.
• Staffs Planning Commission, Zoning Board of Appeals, Water and Sewer Board and Parks and Recreation Advisory Board meetings; prepares meeting minutes and packets using accuracy and completeness. Prepares notices for public hearings.
• Analyze information/records management needs of the organization’s records system and develop plans that reflect these needs. Develop and implement records program policies, procedures, and organizational structures for information citywide. Develop, review, and maintain departmental/central records retention and disposition schedules. Conduct internal reviews of departmental/central records.
• Consult with and provide training to departments and divisions on records management issues including policies and procedures, appropriate organization of media of any types, open records laws, retention schedules, records management best practices, and technological solutions. Serve as records contact person for State Archives and City staff.
• Implement technological solutions for managing the process and controlling the flow of documents/records from creation to eventual storage for historical purposes and provide training on the system to city staff.
• Supports and assists City Clerk with liquor licensing according to established procedures and in accordance with State Statutes and City Codes. Assists with processing and issuance of other licenses. including Hunting Licenses, Temporary Use Licenses and Animal Licenses.
• Supports and assists City Clerk with election duties; recruits and ensures proper training of election staff, responds to inquiries regarding registration and voter information; assists with voter registration and absentee ballot processing.
• Supports and assists City Clerk with the Colorado Open Records Act requests, the City’s compliance with applicable law, cemetery records management, coordinating burials in the Evans Cemetery, and Administrative Citation Appeal hearings.
• Serves as back up to the Customer Service Unit.
• Provides administrative assistance to Legal including conducting legal research, drafting, reviewing, and formatting documents and organizing and maintaining files.
• Maintains a thorough knowledge of federal and state statutes, local ordinances, standards, procedures, and trends related to department functions, and ensures their implementation.
• Interprets municipal codes and policies for staff; and assists with coordinating larger code revisions with the City Clerk, staff, and legal counsel.
• Represents the City in meetings with professional organizations, other public agencies, and the public.
• Completes special assignments as requested, including researching, and preparing reports, preparing, and presenting technical information to City employees, City management, and City Council.
• Serves as Notary Public.
• Knowledge of City codes, regulations, and publications as they relate to elections and licensing.
• Skill in implementing and maintaining electronic document and imaging systems.
• Ability to accurately transcribe or draft minutes and other documents from audio and other resources.
• Ability to effectively review license applications for completeness and conformance with standards.
• Ability to perform research of City code, resolutions, and ordinances, and prepare oral and written reports.
• As a member of the City of Evans team, employees are privileged to serve each other and the community; therefore, will be asked to perform additional duties as assigned.
  
  

Required

EDUCATION, EXPERIENCE, AND LICENSURE

• High School diploma or equivalent.
• Five years of professional administrative experience.
• Valid Colorado Driver’s License or ability to obtain within six months of hire.
• Certified Municipal Clerk (CMC) designation or ability to obtain CMC certification within four years of employment.
• Equivalent combinations of education and experience may be considered.
  
  

Preferred

• Bilingual in English and Spanish.
• Experience in public/municipal sector.
  
  

PHYSICAL AND WORKING ENVIRONMENT

• The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of the job.
  
  

While performing the duties of this job, the employee is required to sit for prolonged periods. The employee is regularly required to exercise visual concentration, listen, talk, stand, reach, twist, and demonstrate manual dexterity. The employee is required to focus attention on tasks without losing concentration or becoming distracted by surrounding activities and interruptions. The employee is also required to kneel, squat, stoop, push, pull, and lift up to 25 pounds on an occasional basis. Work is generally performed in an office setting.

Our Mission

To deliver sustainable, citizen driven services for the health,

safety, and welfare of the community.

Our Values

E mpower. D eliver. G row. E ngage.

This job description indicates in general the nature and levels of work, knowledge, skills, and other essential functions expected of an employee and subject to change at any time. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required. Must be able to perform the essential functions of the job with or without reasonable accommodation. This job description does not constitute an employment agreement between the employer and employee.

The City of Evans conducts pre-employment physical exams, drug testing, and background investigations as a condition of employment. A positive drug screen test for marijuana will disqualify a candidate from being considered for employment, regardless of whether the use is recreational or medical (red card).

Apply online at www.evanscolorado.gov City of Evans, Human Resources, 1100 37th Street, Evans, CO 80620.

EQUAL OPPORTUNITY EMPLOYER