Job description

JOB TITLE: Town Clerk

REPORTS TO: Town Administrator

SALARY RANGE: $90,200-$135,200

HIRING RANGE: $90,200-$112,700

FLSA: Exempt

SUMMARY:

The Town Clerks serves on Wellington’s Senior Leadership Team. Performs a variety of complex, technical and administrative duties in support of the Mayor, the Board of Trustees, and Town Staff. Under the direction of the Town Administrator, provides clerical support to the Board of Trustees and Town Staff by preparing meeting agendas and information packets, recording official minutes of the Board meetings, and performing various other tasks. Responsible for managing elections and maintains and acts as the official keeper of all Town official records and documents. Oversees cemetery, municipal court, business and alcohol licensing, and other functions as needed.

ESSENTIAL JOB FUNCTIONS:

The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required. The organization retains the right to modify or change the duties or essential functions of the job at any time.

• Performs executive level administrative responsibilities for the Town of Wellington and the Board of Trustees. Oversee all services and activities of the Town Clerk's Office; serve as Clerk to the Board of Trustees; process and issue liquor licenses; administer Town elections; maintain the Town's Codes; administer volunteer boards and commissions; manage the Town's records.
• Plan, prioritize/ assign, supervise, and review the work of assigned staff; participate in the selection of assigned staff; coordinate staff training; work with employee(s) to correct deficiencies; implement discipline procedures.
• Oversee and manage the Town's records management program for both paper based and electronic records; develop and revise records retention schedules; supervise the recording of documents; establish policies and procedures for the storage and retrieval of Town Board actions and documents; serve as records custodian for the Town; supervise the storage and protection of the Town's permanent records; Custodian of all papers, documents and records pertaining to the Town.
• Coordinates and leads document destruction in accordance with adopted retention schedule. Trains department representatives in use and understanding of schedule. Coordinates document shredding with outside vendor.
• Provides guidance and interpretation regarding the Colorado Open Records Act (CORA), record retention and disposition schedules, procedures and requirements.
• Serve as Clerk to the Town Board of Trustees; prepare and coordinate Board of Trustees materials and agendas; ensure publication of required notices; attend meetings and record all official proceedings; process actions adopted by the Board of Trustees; ensure compliance with legal requirements.
• Oversee and participate in the development and administration of the Town Clerk's Office and Board of Trustees’ annual budget; direct the forecast of funds needed for equipment, materials and supplies; monitor and approve office expenditures; implement adjustments.
• Maintain the Town's Municipal Code Book and ensures that ordinances are codified, published and official documents are recorded; serves as custodian of official documents and records pertaining to the Town. Researches Town Code issues for the Board of Trustees, staff and the public.
• Oversee the administration of Board of Trustees appointed boards and commissions; maintain records of all volunteer boards; advertise for vacancies; provide applicant information to Town Board of Trustees; schedule interviews; communicate results to successful and unsuccessful candidates; provide appointees with basic board information.
• Serves as the Town’s designated election official. Administer municipal elections in compliance with applicable laws and procedures; prepare necessary documents; verify nomination petitions and determine if nominees qualify for candidacy; provide information to candidates regarding election laws and procedures and ensure compliance; appoint judges; hire and provide training for election workers; supervise the receipt and counting of all ballots and posting of returns; certify results to the Division of Local Government; administer oaths of office to newly elected Board of Trustees members; approve citizen petitions and oversee signature verification.
• Oversee liquor licensing program and municipal court clerical functions in accordance with local, state, or other laws and ordinances and best practices; supervise the processing and issuance of liquor licenses; maintain knowledge of and provide training to staff on legislation and Liquor Codes; review and ensure completeness of all applications in accordance with State and local law; coordinate the hearing process; work with Town Attorney and Larimer County Sheriff's Officers assigned to Wellington to resolve issues with licenses.
• Responds to and resolves difficult and sensitive citizen inquiries and complaints as they related to the Clerk’s Office administrative matters. Answers letters of inquiry/complaints; addresses public and civic organizations, which inform the public of activities, policies, procedures and the availability of programs/facilities for public use.
• Reviews, anticipates and notifies key leadership when legislative bills may impact Town Clerk operations.
• Attend state and local professional association and other meetings, workshops, and conferences as approved and/or directed.
• Maintains current knowledge of applicable laws and regulatory guidelines and ensures that pertinent changes are made concerning records retention schedules, liquor licensing, elections or any other that may apply and advises staff on applicable laws, regulations, policies and procedures.
• Reviews proposed ordinances and regulations, plans and technical reports related to departmental activities for content, accuracy, and feasibility; present ordinance changes, reports and studies to Town Board of Trustees.
• Provides professional advice on issues to Town Administrator and/or Deputy Town Administrator and Board of Trustees; make presentations to supervisors, boards, commissions, civic groups and the general public. Communicate official Clerk’s Office plans, policies and procedures to staff and the general public.
• Other Duties as assigned

KNOWLEDGE SKILLS AND ABILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skills, and/or abilities required

• Extensive knowledge of procedures, policies, rules and regulations governing administrative functions particularly in a municipal setting
• Knowledge of current office procedures and practices.
• Computer literacy and competence, especially in word processing and database/spreadsheet programs.
• Ability to work effectively with other employees, vendors, contractors and the general public.
• Ability to follow complex oral and written directions.
• Ability to carry out a wide scope of duties.
• Ability to compose effective and accurate correspondence and reports. Must have excellent spelling, grammar, English language and listening skills.
• Ability to deal with non-routine matters and/or difficult situations.
• Ability to maintain confidentiality and handle confidential issues with tact and discretion.
• Ability to research and prepare reports.
• Ability to exercise initiative and to make sound independent judgments.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.

MINIMUM QUALIFICATIONS:

• Bachelor’s Degree in Public Administration, Management or related field or one year of the appropriate type and level of experience may be substituted for each required year of post high school education.
• Three years of professional work experience.
• Possession of a valid Colorado Driver’s license, or ability to obtain one within 6 months of hire

PREFFERED QUALIFICATIONS:

• Certified Municipal Clerk Certification
• Notary certification
• Experience with Boards and commissions
• Government experience

WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel, as well as talk, and hear.

The employee is occasionally required to stand, walk, reach with hands and arms, stoop, kneel, crouch, or crawl.

CONDITIONS OF EMPLOYMENT:

• Must pass criminal history check.
• Must participate in Town’s Direct Deposit program.

For full consideration, please submit your resume and cover letter by 1/29/23. The first review of applicants will take place on 1/22/23.

The statements contained in this job description reflect general details necessary to describe the principal function of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or provide relief, to equalize peak work periods or otherwise to balance the workload.

The Town of Wellington is an Equal Opportunity Employer, and it is the equal opportunity employment policy of the Town to make all recruitment, hiring, and placement decisions, as well as, other employment decisions on the basis of the qualifications of the individuals considered for the position to be filled, without regard to race, religion, color, age, sex or national origin. All Applicants must be physically able to perform the essential job functions outlined above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Job Type: Full-time

Pay: $90,200.00 - $112,700.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 5x8
• Day shift
• Monday to Friday

Work Location: One location

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