DISTRICT CLERK

Applications will be accepted online from February 3, 2025 until 11pm on February 16, 2025 at the website address https://pueblowestmetro.us/172/Job-Opportunities

First review of applications will happen by February 18, 2025

Please note: Incomplete applications cannot be considered. You will know you have completed the application when it has requested your signature.

Job Summary

Under the direction of the Chief Administrative Officer, the District Clerk performs professional-level administrative support for the District to facilitate the duties of the Board of Directors and Executive Management Group. The position assists with preparation and submittal of relevant budgets, timecards, legal documents, and correspondence, maintaining a calendar for meetings and deadline tracking purposes, directing telephone calls, and overseeing the District records management program.

Employee performs normal reoccurring assignments on their own and refers new and unusual assignments, or policy matters, to their supervisor.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to the following:

• Reviews meeting agenda packet compilation, preparation, and distribution; records and transcribes minutes for the special and regular meetings and public hearings of the Board of Directors in support of the Board Secretarys duties, attends meetings and documents follow-up on meeting action items.
• Oversees the meeting agenda process; prepares agenda, coordinates supporting documentation, and publishes required notices, agendas, and documentation in accordance with laws and policies.
• Plans and uses resources; prepares or assists in the preparation of the budget for the Board and Administration Departments, negotiates contracts, and approves budgeted expenditures.
• Processes purchase orders, invoices, vouchers, purchasing cards, fuel cards, personnel requisitions, and maintenance requests.
• Enters and inputs Board member hours for pay purposes.
• Supervises and oversees the Districts records retention programs, including the complete lifecycle of electronic/paper records and files in accordance with laws and policies.
• Maintains and oversees CivicPlus and MyClerk accounts, or relative programs dedicated to agendas and requirements specific for the Board of Directors.
• Researches, collects, reviews, and communicates information with General Counsel and the Senior Leadership Group for information requests, to draft or assist in drafting legal documents and correspondence, and prepare reports.
• Provides administrative support to the Executive Management Group along with support with committee agendas, meetings, and minutes.
• Be advocates promoting health and safety in the workplace.
• Embodies the District Core Values.

Other Duties

• Performs other duties as assigned.

Knowledge

• Knowledge of office procedures and practices.
• Understand applicable District policies and processes necessary to provide administrative support.
• Familiar with paper and electronic filing systems.
• Knowledge of records management principles.
• Knowledge of legal terms and state or federal filing procedures (preferred).
• Knowledge of budget preparation and submittal requirements (preferred).

Skills

• Basic computer and office equipment operation.
• Strong verbal, written, and typed communication skills.
• Exceptional organizational skills- including managing workflow and priorities.
• Application of Microsoft Office Programs.
• Utilize positive and professional communication skills.

Abilities

• Ability to communicate effectively with internal and external customers.
• Respond courteously to complaints and inquiries.
• Must be able to deal with confrontational situations.
• Ability to prepare, review, edit, and proofread a variety of documents.
• Speak and write clearly and concisely.
• Ability to work independently as well as to function as part of an effective team.
• Maintain confidentiality.
• Ability to effectively practice conflict management to resolve interpersonal conflict.
• Ability to identify and recommend solutions to problems in a timely manner.

Required Qualifications (Note: Any acceptable combination of education, training and experience that provides the above knowledge, abilities and skills may be substituted.)

Minimum Education, Experience, & Certifications Required

• Bachelors degree.
• Must have and maintain a valid Colorado Class R drivers license.
• One (1) year of administrative assistant experience or legal assistant experience.
• Commissioned Notary Public Active Upon Hire

Preferred Education

• Masters degree in a relevant field.

Position Type/Expected Hours of Work

• Regular organizational business hours are Monday-Friday 8:00am-5:00pm. Attendance at public meetings outside of regular organizational business hours is required.

Physical Demands

• The work is mostly sedentary with periods of light physical activity, and is performed in office surroundings. Typical positions require workers to walk or stand for long periods; lift and carry up to 20 pounds; climb stairs, bend, reach, hold, grasp and turn objects; and use fingers to operate computer or typewriter keyboards. The work requires the ability to speak normally and to use normal or aided vision and hearing.

Pueblo West Metropolitan District is an Equal Opportunity Employer