Town Clerk
EXEMPT: Yes CLASSIFICATION: Full-Time
REPORTS TO: Town Manager DEPARTMENT: Town Clerk
HIRING RANGE: $93,660- $117,075/ ANNUALLY DOQ SALARY RANGE: $93,660- $140,490/ANNUALLY
ORGANIZATIONAL COMPETENCIES AND CULTURAL VALUES
The mission of every employee at the Town of Frederick is to “Foster an Exceptional and Inclusive Community that is Built on What Matters”. Each employee is measured by the ability to adhere to the Town’s core values of Family, Respect, Empowerment, and Dedication.
This position supports the goals of the Town Manager’s Office and Community & Economic Development Departments, which oversees Town administration and operations, plans, promotes, and sustains an attractive and high-quality living and working environment by facilitating appropriate economic development policies and decisions ensuring that the community continues to develop in a safe, aesthetically pleasing and sustainable manner. This position is an extension of the Town Manager’s office in further developing culture and promoting our core values of FRED.
NATURE OF WORK
The Town Clerk is a highly responsible, professional position, which involves the overall leadership of the Town Clerk department and the Municipal Court division. Under the direction of the Town Manager, and in coordination with the Town Manager’s Office, provides clerical support to the Board and organization by performing a variety of complex, technical and administrative duties.
The Town Clerk serves a key role in providing strategic leadership for staff members within the Town Clerk department and building trust and departmental cooperation regarding Town Clerk operations and services to the organization, while working to integrate our core FRED values – Family, Respect, Empowerment and Dedication – into all aspects of service to both internal and external customers. The Town Clerk is a servant leader who oversees a values-based culture of leadership and teamwork, resulting in motivated and service-oriented teams delivering a high level of public service that connects with the Board’s strategic plan.
ESSENTIAL DUTIES / FUNCTIONS
The duties listed herein are illustrative of the essential duties of the job and do not include other nonessential or peripheral duties that may be required.
Oversees the staff within the Town Clerk department, and provides leadership in overseeing strategic efforts to ensure a transparent, responsive and effective municipal government specific to Records management, Licensing, Municipal Court, Commissions assistance, and running Board meetings and information distribution to the public and Board.
Prepares meeting agendas and information packets prior to all regular board meetings, special board meetings and work sessions, and records official minutes of all board meetings. Attendance at weekly evening meetings is required.
Acts as the official custodian of records for the Town and accepts legal paperwork on behalf of the Town.
Attests to official documents, and publishes ordinances and legal notices in accordance with state statutes.
Manages Town files and records, including formulation of procedures for systematic retention, protection, retrieval, transfer and disposal of records.
Assists in the preparation of ordinances and resolutions as directed. Records and publishes ordinances and other legal documents in a timely manner with the County Clerk and Recorder.
Oversees the Town’s Records Management system, and formulates procedures for systematic retention, protection, retrieval, transfer and disposal of records.
Oversees the Municipal Court function, and works in tandem with the Municipal Court Judge to provide an open, accessible and fair judiciary system for the Town.
Supports and provides for proactive, transparent public information through multiple communication channels. Promotes community engagement opportunities.
Administers all municipal elections; prepares, distributes, counts, and accounts for election ballots; ensures compliance with applicable codes, laws, and regulations. Participates with County Clerk and Recorder in coordinated general elections.
Prepares annual budget for Town Clerk’s Department.
Administers oaths as necessary and as required by state statute.
Manages the correspondence of the Mayor and Trustees.
Works in partnership with the Communications and Engagement team to update the website with meeting agendas, minutes, attachments, videos and other information as needed. Responsible for ensuring that all board meetings are recorded and properly archived.
Works with all departments to provide support related to public hearings, retention of public records, and other tasks as needed.
Manages the Frederick Municipal Code and the Frederick Land Use Code. Coordinates codification, and supplements and maintains paper and electronic forms.
Serves as the staff representative to the Scholarship Commission. May serve as the staff representative for other Boards, Commissions or Committees as directed.
Serves as the Secretary, Designated Election Official and Custodian of Records to the Frederick Metropolitan District.
Serves as the Assistant Secretary and Custodian of Records to the Frederick Urban Renewal Authority.
Serves as the Secretary to the Frederick Liquor Authority.
Responsible for all board room equipment as well as setting up the boardroom for all meetings and work sessions.
Coordinates all legal publications and public notifications.
KNOWLEDGE, SKILLS AND ABILITIES
Position requires exceptional organizational ability, strong leadership skills, flexibility, diplomacy, and discretion.
Excellent written and verbal communication skills. Must be able to effectively present information to management, public groups, and various boards and commissions.
Exhibits strong public service ethics, including a commitment to public service, transparency and accountability.
Knowledge of Town policies, procedures, laws, codes and regulations. Keeps up to date on trends in municipal government and administration, and recommends process improvements to the Mayor and Board of Trustees.
Knowledge of applicable Colorado State Statutes as they relate to the Town of Frederick.
Demonstrates computer literacy, is technologically savvy, and has a working knowledge of Microsoft Office products. Experience using Laserfiche and other records management programs is highly preferred.
Ability to read, analyze and interpret common technical and professional journals, financial reports, and legal documents.
Ability to respond to common inquiries or complaints from citizens, regulatory agencies, members of the business community, and the media.
Ability to write notices and articles for publications that conform to prescribed style and format.
Ability to interpret and follow a variety of instructions furnished in written, verbal, diagram, or schedule form.
EDUCATION, EXPERIENCE AND TRAINING
Bachelor’s degree in business management, public administration, or closely related field preferred or equivalent related experience.
Minimum of five (5) years of progressively responsible office management experience is required, preferably in a Town/City Clerk’s office.
Municipal election experience is required.
Certified Municipal Clerk (CMC) certification, or the ability to obtain within three years of hire, is required.
Master Municipal Clerk (MMC) certification is preferred.
PHYSICAL REQUIREMENTS The physical demands listed herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk, hear, and use hands and fingers to touch, handle, grasp, push and pull. The employee is frequently required to stand, walk, sit, and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 20 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus. Most work is performed in a typical office setting. The noise level is usually moderate.
The Town of Frederick is an equal opportunity employer, and does not discriminate on the basis of age, race, color, ancestry, religion, creed, national origin, gender, physical or mental disability, sexual orientation, gender identity, or veteran status. The Town complies with the Civil Rights Act of 1964, related Executive Orders 11246 and 11375, Title IX of the Education Amendments Act of 1972, Sections 503 and 504 of the Rehabilitation Act of 1973, Section 402 of the Vietnam Era Veteran's readjustment Act of 1974, the Age Discrimination in Employment Act of 1967, as amended, the Americans with Disabilities Act of 1990, the Civil Rights Act of 1991, and all civil rights laws of the State of Colorado. Accordingly, equal opportunity of employment shall be extended to all persons and the Town shall promote equal opportunity and treatment through fair and equitable hiring practices. The Town of Frederick Administration Building is located at 401 Locust Street, Frederick, CO 80530.