This is a professional position and responsible for administrative and policy work on behalf of City Council and supporting administrative functions of the City Clerk's Office. The Deputy City Clerk assists the City in planning and implementing the operations of the City Clerk’s Office to provide objective, accurate and responsive administration of City Council proceedings, official City records, City elections, liquor and other required licensing and the City’s Board and Commission program.
Work is performed with minimal supervision and requires initiative, discretion, and exercise of independent judgment based on knowledge of administration policies and procedures of the City organization. Supervision may be exercised over Staff that provide support to these services. This position will report to the City Clerk and works directly with the City Manager, Deputy City Manager, City Council, and other City employees.
The hiring range for this position is $24.81 - $37.21 per hour, depending on qualifications and experience. Position will close to applicants on: Monday, 6/27/22 at 12:00 P.M. M.S.T.
The City Clerk’s Office is often called the hub of city government and serves as a direct link between city residents and their government. Everything we do helps, in some way, shape the wonderful community we work in, live in and play in. We hope you will follow your passions and pursue your career with the City of Loveland Clerk’s Office!! If you enjoy: • being a conduit of information to all types of customers • being a part of an amazing team and a solid contributor to department efforts • having the opportunity to solve problems and take initiative to get things done • working effectively with individuals from all levels of an organization • having purposeful work that enables you to create, innovate and improve processes and procedures • researching and having the ability to interpret federal, state and local laws • utilizing superior attention to detail, organization, writing and editing skills • managing programs and projects and • providing excellent service with empathy and a smile Then we have a job for you!
ESSENTIAL JOB FUNCTIONS: Essential Job Functions, Duties, Responsibilities, and Tasks 1. Serves the City Council, including: • Scheduling agenda items for City Council meetings and Study Sessions • Drafting agenda memoranda • Reviewing and editing draft agenda memoranda at a senior policy and administrative level from all City departments ensuring compliance with all City policies, procedures, and guidelines and obtaining final approval from the City Manager's Office prior to dissemination and publication • Preparing City Council agenda packet for electronic distribution each week to City Council, City departments, outside entities, and the public • Managing the organization-wide business process as related to meeting agenda items' creation, review, approval, and publication • Conducting regular training sessions on agenda procedures and software for City employees, and members of the City Council, as needed • Attending City Council meetings and Study Sessions, managing the public comment process, assisting taking minutes, preparing legal publications related to meetings, and ensuring accuracy, and providing necessary follow up for City Council • Overseeing and modifying the City Clerk Website. • Performing appropriate and pertinent research and follow-up with departments regarding City Council actions • Managing the recruitment, appointment for Boards and Commissions members, as well as the database of applicants, appointees, and vacancies • Managing the publication of the City Code book (currently through a third-party codification vendor), ensuring amendments as enacted by City Council are updated in a timely fashion, and providing this information to employees and the public through the City's web page 1. Provides support to the City Clerk's Office through the following: • Demonstrating strategic leadership and project management skills and process improvement strategies • Modeling servant leadership and community stewardship • Developing and guiding employees in the division • Participating on departmental and citywide leadership teams • Collaborating with City management and departments on organization-wide initiatives, programs, and projects • Attending Study Sessions and City Council meetings and participating on the Executive Leadership Team in absence of the City Clerk. Includes executing legal documents including ordinances, resolutions, contracts and water certificates and bond closings. • Participating in the preparation of short term and long-range plans for the City Clerk’s department. • Serving as the City Clerk’s Office Records Manager which involves developing a City-wide records management policy and implementation plan, participating and overseeing the creation and/or maintenance and operation of a central records system, overseeing the use and maintenance of the City’s official, historical and confidential records, and serving as the electronic document management system coordinator for the department. • Tracking and reviewing legislative bills relating to the core functions of the City Clerk's Office and providing updates and recommendations on the potential impact to current policies and procedures to the City Clerk • Creating a positive working environment exemplifying partnership and collaboration • Providing support to the City Clerk's Office and participating in developing and maintaining the operational budget, including the creation and tracking of performance measures, processing invoices, purchase orders, purchasing card entries, journal entries and similar things. • Supporting division in major purchases through the development of Requests for Proposals (RFPs), participating in related bid processes, and implementing resulting system/process, etc. • Coordinating department-wide reporting as needed 1. Under terms of the Loveland Municipal Code and the City Charter, supports the City Clerk as the Designated Election Official, including: • Preparing ballot questions, candidate listings and citizen comments for certification to two counties for coordinated elections • Updating the Candidate Guidelines and office procedures regarding elections • Verifying Candidate Nomination Petitions and financial reports submitted by candidates for compliance with state statutes, City Charter, and the Loveland Municipal Code • Conducting special elections when applicable • Preparing abstracts of vote totals • Executing the department's communications strategy for informing candidates, elected officials, city employees, and the public
Other Duties and Responsibilities • Assists City Manager's Office staff in providing support for City Council and other administrative functions, including special events • May be required to use personal and/or City vehicle to attend meetings in different locations • Accountable for all duties of this job and other projects and responsibilities that may be added at the City's discretion.
Knowledge, skills and abilities: • Knowledge of laws relating to open meetings, open records and records retention. • Knowledge of legislative proceedings. • Ability to read and interpret the Colorado State Constitution, State Statutes, City Code and City Charter. • Ability to use financial, database, spreadsheet and word processing software. • Knowledge of budget preparation and development. • Ability to organize and effectively prioritize multiple functions. • Ability to establish and maintain positive, effective working relationships with city staff, management, elected officials and the general public. • Knowledge of modern office practices, procedures and equipment. • Thorough knowledge of spelling, punctuation, grammar, math and business English. Knowledge of regulations, operating policies and procedures are acquired through on the job training. • Ability to learn, follow, apply and communicate a wide variety of technical terminology and information relating to municipal, state and county laws, procedures, regulations, operating policies and guidelines and basic business law. • Ability to handle confidential information. Ability to work under somewhat stressful and demanding conditions. • Ability to work effectively with the public and City departments in situations that are not always pleasant. Ability to maintain record-keeping filing and indexing. • Ability to schedule daily work activities. • Ability to correctly identify exceptions to guidelines, policies, rules and regulations at municipal, county and state levels and refer questions or requests to proper agencies. Ability to make decisions in absence of supervisor. • Must be familiar with personal computers and proficient at Microsoft Office
Core Competencies: Accountability, Integrity, Transparency & Honoring the Public Trust, Collaboration, Innovation, Safety, Excellent Service with Courtesy and Kindness
Job specific competencies: Job Expertise, Decision Making and Judgment, Organizational Skills, Communication, and Leadership