Deputy Town Clerk

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Town of Hudson

Deputy Town Clerk

Hudson, CO
Full Time
Paid
  • Responsibilities

    Town of Hudson is currently recruiting qualified applicants for Deputy Town Clerk!

    Why work at the Town of Hudson?

    • See your work make an impact on the community.
    • Our close knit workplace puts an emphasis on work life balance.
    • We provide opportunities for cross training, career growth, and employee development.
    • We offer competitive pay and benefits, generous employer contribution to healthcare premiums, and retirement plan match.

    THE OPPORTUNITY
    The Deputy Town Clerk is responsible for supporting the operations and activities of the Town Clerk's Office, under the direction of the Town Clerk. The Deputy Town Clerk maintains required records management pursuant to state regulations, is responsible for various licensing processes and requirements for businesses and residents, and serves as acting Town Clerk when assigned. Some night meetings are required to perform the functions of this role. The Town Council meets the 1st and 3rd Wednesdays of the month, and the Planning Commission meets the 2nd Wednesday of the month. All public meetings begin at 6pm, unless publicly scheduled otherwise. The Deputy Town Clerk also assists the Court Clerk as needed.

    JOB SUMMARY

    • Attends Council meetings and prepares minutes in the absence of the Town Clerk.
    • Prepares equipment for and conducts recording and streaming of Town Council, Planning Commission, and Court.
    • Administers the issuance of business licenses, building permits, peddlers' permits and any other licenses and permits in accordance with applicable Town ordinances and state regulations.
    • Assists in overseeing liquor licensing within the Town limits, ensuring compliance with state laws and required regulations and issues liquor licenses for special events.
    • Assists with billing, processing, and collection of various licenses, including liquor, sales tax, business, and animal licenses.
    • Posts meeting agendas; prepares and copies meeting packets; ensures agenda is posted on Town website.
    • Posts all public notices, assists with publications of ordinances, and with certified mailings.
    • Initiates, organizes, files, safeguards, retrieves and archives a variety of electronic and physical documents, files and records in accordance with state and federal laws that apply to open records, confidentiality and other matters.
    • Records documents with the County as needed.
    • Periodically reviews state-approved Records Retention Schedules and purges records according to applicable laws and Town Resolution(s).
    • Maintains required records management pursuant to state regulations and Town requirements.
    • Researches, locates and retrieves documents in response to CORA (Colorado Open Records Act) requests.
    • Assists with cash receipts, utility billing, front desk coverage, and building permits.
    • Accepts payments received at front desk, issues receipt and provides accounting of revenue, balances receipts.
    • Performs a variety of standard office correspondence via phone, fax, email and in-person with the public, elected and appointed officials, business owners, organizations, governmental agencies and others in a professional, knowledgeable and considerate manner.
    • Assists Election Official in all aspects of election duties.
    • Serves as the recording secretary for the Planning Commission and attends Planning Commission meetings.
    • Serves at the Town's Public Information Officer by updating the Town's website, sending information through “News Flash”, posting on social media with Town news, and managing the Town's electronic messaging and bulletin boards.
    • Provides essential cross functional support to the Finance Department, assisting with administrative and operational duties as directed by the Town Clerk or Finance Director.
    • Assists the Municipal Court Clerk on an as needed basis under the direction of the Town Clerk.
    • Answer phones and directs calls appropriately; serves as information resource for public contacts and inquiries and follow-up regarding these inquiries. Responsible for billing and collection of various fees and charges.
    • Responsible for issuing and maintaining records of revenues from taxes, user fees and other service charges.
    • Processes Town mail, including date-stamping as needed, copying, filing, and distributing documents as needed.
    • Other duties as assigned.

    QUALIFICATIONS

    • Must possess a High School Diploma or equivalent; Bachelor's Degree in a related field preferred.
    • Prior experience working with the general public; good public relations and listening skills.
    • Ability to type at least 45 words per minute (60 words per minutes preferred) and use word processing software.
    • Demonstrated experience in office records management.
    • Must have a valid Driver's License.
    • High level of discretion and ability to keep information confidential.
    • Must be a Notary Public or able to obtain a Notary within six months of hire. ****

    Preferred Qualifications

    • At least two (2) years of prior experience working within the public sector profession preferred.
    • Ability to obtain certification of Certified Municipal Clerk within 4 years.
    • Knowledge of Colorado State Statues regarding duties and responsibilities of the Deputy/Town Clerk.
    • Previous experience in meeting transcription strongly desired.
    • Advanced knowledge and experience in office records management.
    • Intermediate to advanced knowledge of and ability to create and use financial accounting software and spread sheets; experience with Caselle a plus.

    KNOWLEDGE, SKILLS AND ABILITIES

    • Ability to operate general office equipment such as copy machines, printers, telephones and voicemail systems, fax machines and calculator.
    • Demonstrated excellent written and verbal communication skills.
    • Ability to express ideas clearly and concisely to others and under normal and stressful circumstances, both orally and in writing.
    • Ability to work independently or with limited close supervision, depending on the nature of the assignment.
    • Demonstrated ability to proofread documents and knowledge of the use of proper grammar, punctuation, and spelling.
    • Excellent time management; ability to work under pressure and meet established deadlines.
    • Ability to learn, understand and apply the Hudson Municipal Code, Resolutions, Ordinances, and State statutes.
    • Excellent internal and external customer service skills.
    • Ability to interact in a courteous manner with a wide variety of people.
    • Ability to use and apply technology including word processing and spreadsheet software as well as new software programs.
    • Critical thinking skills and ability to solve problems. ****

    SUPERVISORY RESPONSIBILITIES

    No supervisory responsibilities.

    WHAT OUR ORGANIZATION IS PROVIDING

    • Expected hiring range of $25 - $32 per hour
    • Comprehensive health insurance with generous employer contribution
      • Choice of PPO, DHMO, and HDHP Medical plans
    • Dental and Vision
    • Employer paid life insurance, short term disability, and long term disability
    • Paid time off
    • 13 paid holidays
    • 457 deferred compensation retirement plan with up to 5% match

    HOW TO APPLY

    Apply today! https://town-of-hudson.breezy.hr/

    APPLICATION DEADLINE

    Open Until Filled. Initial review of applications expected the week of January 12th

    All Town of Hudson employees are required to pass a criminal background check as a condition of employment.

    Town of Hudson provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, genetics, veteran status or other legally protected characteristics. In addition to federal law requirements, Town of Hudson complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

    Town of Hudson will not discriminate or retaliate against applicants for failing to disclose wage history in accordance with applicable law.

    Town of Hudson expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability or veteran status. Improper interference with the ability of Town of Hudson employees to perform their job duties may result in discipline up to and including discharge.