JOB SUMMARY:Under the direction of the Deputy Town Manager, the Town Clerk performs a variety of complex, technical and administrative duties in support of the Mayor, Town Council, Town Manager, and Town Staff. Provides clerical support to the Town Council and Town Staff by preparing meeting agendas and information packets, recording official minutes of the council meetings, and performing various other tasks. Acts as the official keeper of all Town records. ESSENTIAL DUTIES AND RESPONSIBILITIES: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 Town of Johnstown retains the right to modify or change the duties or essential functions of the job at any time. Prepare agenda and compile and distribute all packets for the Town Council meetings. Set up physical and digital access for meetings, prepare and post public notices, attend all Council meetings, and draft meeting minutes. Work with all town departments to set and complete agenda items for packet inclusion.
- Attests to official documents and publishes ordinances and legal notices as required by statute, charter, or ordinance.
- Maintain all official documents and records, including minutes, ordinances, legal documents, and archives, following the Colorado State Archives Retention Schedule and internal procedures. Ensure the safekeeping of all official town records and necessary recording with Larimer/Weld County.
- Records and publishes ordinances and other legal documents in a timely manner in the newspaper and with the County Clerk and Recorder.
- Serves as the Designated Election Official for all municipal elections, special elections; oversees candidate nomination, selection and appointment of election judges, prepares, distributes, accounts for election ballots, and election certification; ensures compliance with applicable codes, laws, and regulations. Participates with County Clerk in coordinated elections.
- Administers oaths as necessary and as required by state statute.
- Assists in the preparation of ordinances and resolutions as directed.
- Accepts legal papers served to the Town.
- Coordinates Open Records Requests; including forwarding the request to the correct department; assisting to locate the information and responding back to the requester in a timely fashion.
- Processes liquor licenses according to established procedures and in accordance with State Statutes and Town Codes; processes new licenses, renewals and special event permits.
- Accepts and processes applications for various licenses including business licenses.
- Manages the Cemetery Records; all applications and costs associated with the purchase, transfer, assignment of cemetery lots; interment and disinterment orders. Maintains accurate burial records. Coordinates with funeral homes, families and Town employees to schedule funeral services in the Johnstown Cemetery.
- Oversees the Municipal Court personnel and functions.
- Monitors budgets controlled by the Town Clerk and approves expenditures.
- Provides for codification of Town ordinances; works together with codifier on discrepancies; provides for upkeep and maintenance of Town Code books, provides for maintenance and upkeep of State Statute books.
- Assists all departments in researching files, past actions, and other matters.
- Performs a number of in person and telephone work with the general public, staff, and employees of the municipality.
- May participate in Town employee committees, projects or assignments as required.
- Performs work safely; reports safety concerns to management; supports safe work practices.
- Other duties as assigned.
EDUCATION AND EXPERIENCE:
- Requires high school diploma or equivalent; Bachelors or Masters degree is preferred.
- Minimum of 4 years of administrative experience is required.
- Previous experience in a municipal government or other public agency is preferred.
- Two or more years of supervisory experience.
- Certified Municipal Clerk certification preferred.
KNOWLEDGE, SKILLS AND ABILITIES:
- Ability to communicate courteously and effectively with the public, Town management, Town Council, staff, co-workers and other public entities as required; supervise and provide direction to employees; give clear and concise verbal and written responses to inquiries or requests for information.
- Skill in managing the development and maintenance of official records of Town government.
- Skill in implementing and maintaining electronic document and imaging systems.
- Skill in determining levels of equipment, and other resources needed to effectively and efficiently provide department services and programs.
- Skill in developing, monitoring and maintaining budgets.
- Ability to analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
- Ability to interpret, understand, and comply with complex statutes, ordinances, regulations, standards, procedures and laws.
- Ability to exercise discretion, independent judgement and decision-making.
- Ability to organize and effectively prioritize multiple functions.
- Ability to use standard office equipment, computer equipment and software including word processing, data base management, spreadsheet applications and electronic mail.
- High degree of professionalism, ethics, integrity and confidentiality.
LICENSING/CERTIFICATION REQUIREMENTS:
- Colorado driver's license.
- Must possess or have the ability to obtain a valid Notary Public license.
Physical and Mental Requirements:While performing the duties of this job, the employee is regularly required to sit for long periods of time, stand, walk, talk, hear and see. The position may also require kneeling and repetitive motion. Work Environment:Work is primarily performed in an office setting.Deadline to apply: October 23, 2024This position description is not intended to be an exclusive list of all the requirements, duties, tasks, roles or responsibilities associated with the position. Nothing in this position description restricts the Town's ability to assign, reassign, or eliminate duties and responsibilities at any time. The Town is an at-will employer, and Town employees may be separated from employment at any time at the discretion of management.The Town of Johnstown provides generous benefits including vacation, holiday, sick time, medical, dental, vision, life insurance, retirement plan contributions, and health savings accounts. .Expected Hiring range: $114,126 to $137,000Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions.The Town of Johnstown is an Equal Opportunity Employer. We do not discriminate based on race, color, religion, national origin, sex, age, disability, or any other status protected by law or regulation. It is our intention that all qualified applicants be given equal opportunity and that selection be based on job-related factors.