Deputy Town Clerk - Records Town Hall - Erie, CO 80516
Overview:
Salary Range $34.86 - $48.81 Hourly Level Experienced Position Type Full Time Category Town Administration
Description:
The Town of Erie is looking to hire a Deputy Town Clerk to join our Town Administration team who will have a specific focus on records management. This role plays a key part in supporting the Town's commitment to organized, transparent, and accessible governance. Under the general guidance of the Town Clerk, the Deputy Town Clerk helps lead the maintenance and preservation of the Town's permanent and inactive records, contributing to the development and ongoing operation of a comprehensive records management program. This includes creating and refining policies, procedures, and processes for managing both paper and electronic records. The Deputy Town Clerk also serves as a helpful and knowledgeable resource for Town staff and the public, assisting with inquiries related to Town Clerk operations such as Town Council actions, advisory boards and commissions, elections, records, liquor licensing, and permits. This position works within well-established guidelines, with opportunities to grow expertise and confidently take on responsibilities independently. All staff are expected to adhere to the Town's mission, vision and values of TRUE.
Duties and Responsibilities
Primary Duties:- Fulfills records requests under the Colorado Open Records Act.
- Administers end-user access and security and serves as the point of contact for questions and other requests related to Central Records and Laserfiche.
- Collaborates with the Information Technology (IT) Department to integrate records with the Laserfiche content management system.
- Identifies and classifies documents and other content according to characteristics such as security level, function, and metadata.
- Analyzes records for appropriate retention based on approved records retention schedules. (Colorado Municipal Records Retention Schedule)
- Assists with management of imaging projects for all departments and assists all departments with Laserfiche technology and best practices for records management.
- Assists with preparation of meeting documents; attends Town Council meetings when required or in the absence of the Town Clerk, finalizes legislative materials in accordance with Colorado Revised Statutes.
- Prepares and maintains departmental records and reports for meetings, agendas, issues public notification of all official activities and meetings.
- Assists with administration of Town owned cemetery and coordinates with Parks and Recreation for internments.
- Backs up the Town Clerk as needed.
Secondary Duties:- Assists with the operation and function of all municipal elections in accordance with State Statutes.
- Schedules and coordinates meetings and conferences.
- May cover front desk at Town Hall as needed
- Performs general office and administrative duties for the Town Clerk's office and/or Town Manager's office including, but not limited to: calendar maintenance, email monitoring, invoice processing, contract maintenance, correspondence, and vendor relations.
Other:
Records documents with counties.
Notarizes documents for staff members and public.
Performs related work as required and assigned.
Evening meetings required.
Qualifications
Minimum Qualifications:- High school diploma or equivalent (GED)
- Four years progressively responsible administrative or records work in the public sector with exposure to a municipal clerk's office or function
- Ability to obtain designation as Notary Public within six months of hire
- Possession of, or ability to obtain a Certified Municipal Clerk (CMC) certification through the International Institute of Municipal Clerks within four years of hire
- Working knowledge of relevant office computer systems and high proficiency with Microsoft Office Suite
- A combination of education and experience may be considered
Desired Qualifications:- Bachelor's Degree in Public Administration or other related field
- Laserfiche Administrator experience
- Demonstrated records management experience in accordance with regulatory requirements
- Records Management Certification (e.g., CRM, CRA or equivalent)
Ability to interpret and apply Colorado retention schedules across multiple record types to ensure compliance and proper lifecycle management.
Working knowledge and experience of state and federal legislation as needed to perform duties including Colorado Revised Statues pertaining to records retention, C.O.R.A. and election law.
Knowledge of applicable town, county, State, and federal statutes, regulations, ordinances and codes.
Excellent verbal and written communication skills to interact professionally with internal and external stakeholders as well as Town residents
Ability to effectively prioritize tasks, meet deadlines and maintain flexibility in a fast-paced environment. Strong attention to detail in handling confidential or sensitive information.
Job Expectations: This position includes an office at Town Hall and requires a minimum of three in-office days per week, with the option to work remotely for up to two days. Due to the complexity of the role, additional in-office days may be necessary.
Will require attendance to Town Council meetings which are held in the evening
If the employee will be driving, the Town will require a valid driver's license and satisfactory driving record. A motor vehicle record will be pulled through the background check.
Pre-employment screenings include: Interview process Reference checks Background checks include: National and County Criminal Scan, Sex-Offender Registry check and Motor Vehicle Report through DMVAccommodations: If you require reasonable accommodation to complete a job application, pre-employment testing, or a job interview or to otherwise participate in the hiring process, please contact Risk Management and Recruitment at RiskManagement@erieco.gov and Recruitment@erieco.gov.Town of Erie Benefits: The Town of Erie offers a comprehensive benefit package and pays a major portion of the employee premium to make these benefits more affordable for you. Coverage of these benefits begin the 1st of the month following date of hire for benefited employees regularly working an average of 30 hours per week. Each year you will have the option of changing your elections through open enrollment. Click here to learn more.
Designated full-time employees are eligible for the following benefits: Robust Medical, Dental and Vision plans including spouse, domestic partner and family coverage options
Supplemental Accident, Critical Illness and Hospital Indemnity Plans
Employer paid Basic Life/Accidental Death & Dismemberment Insurance (AD&D)
Employer paid Short- and Long-Term Disability
Voluntary Supplemental Life/Accidental Death & Dismemberment Insurance (AD&D)
Employer paid Employee Assistance Program
Robust Extended Sick Leave (ESL) and family sick leave program48 hours of Colorado Sick Leave preloaded on the 1st of every year; pro-rated at time of hire3 1⁄2 Weeks of Paid Time Off (PTO) per year (increases with years of service)40 hours of pre-loaded Paid Time Off (PTO)
Fifteen (15) Paid Holidays
Twenty-Four (24) Hours of Paid Volunteer LeaveUp to 12 weeks of paid Parental Leave for bonding with a new child
Option to "sell back" PTO after two years of continuous employment457 Retirement Plan, with a 5% employer match and immediate 100% vesting in your deferral AND employer contributions
Education reimbursement up to $3,000 per year
Individual free membership to the Erie Community Center and steep discounts on couple or family memberships
Employer sponsored wellness program, including employee-based fitness classes
Childcare benefits which includes 10% discount to any KinderCare location in Colorado
Half-off charging at Town-owned EV charging stations
Pet Insurance
Employee Discount Program through Benefits HubEligible for discount Dell Computer program
Onsite/virtual trainings for growth and development opportunities
We are a Public Service Loan Forgiveness (PSLF
