Assistant Deputy Town Clerk

Town of Berthoud; Berthoud (CO); On-site; USD 42,000 - 52,000; Full time

Job summary

The Town of Berthoud is seeking an Assistant Deputy Town Clerk to support licensing administration, records, and customer service in the Town Clerk’s Office at Town Hall. This role handles processing of applications, renewals, and licensing records, and provides information to the public and staff.

Responsibilities include coordinating with the Local Licensing Authority, maintaining databases and website content, handling records requests, supporting court-related tasks, and assisting with

Qualifications

• A high school diploma or GED is required.
• Minimum two years of administrative support or related experience is required.
• CMCA coursework preferred.

Responsibilities

• Administers and provides licensing support for various licenses administered by the Town Clerk’s Office, including liquor, marijuana, special event, and other licenses and permits.
• Reviews applications and supporting documentation for completeness and compliance with applicable Town Code, State law, rules, and administrative requirements.
• Communicates with applicants and licensees regarding application requirements, deficiencies, deadlines, renewals, and other licensing matters.
• Provides customer service to applicants, licensees, businesses, members of the public, and Town staff in person, by telephone, and by email.
• Monitors assigned licenses for expiration dates, renewal requirements, required documentation, compliance deadlines, and other licensing requirements.

Education

High school diploma or GED

CMCA coursework preferred

Job description

THIS IS AN INTERNAL JOB POSTING FOR CURRENT TOWN OF BERTHOUD EMPLOYEES ONLY

• Job Title: Assistant Deputy Town Clerk
• Department: Administration
• Reports To: Town Clerk
• Job Type: Full Time
• FLSA Status: Non-Exempt
• Location: Town Hall

The Assistant Deputy Town Clerk is responsible for administering a variety of Town licenses, permits, and providing administrative and customer service support to the Town Clerk’s Office. This position manages the day-to-day aspects of licensing administration, including processing applications and renewals, maintaining licensing records and databases, reviewing documentation for completeness, communicating with applicants and licensees, monitoring licensing requirements and deadlines, and providing information and assistance to staff and the public. Additional duties include supporting licensing authority meetings and hearings, maintaining website and database information, assisting with records requests, providing administrative support to the Court Clerk, and supporting other general administrative functions of the Town Clerk’s Office.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The list below is intended to be illustrative of the responsibilities of the position and not all encompassing. The Town may change these duties at any time.

• Administers and provides licensing support for various licenses administered by the Town Clerk’s Office, including but not limited to liquor, marijuana, special event, and other licenses and permits.
• Reviews applications and supporting documentation for completeness and compliance with applicable Town Code, State law, rules, and administrative requirements.
• Communicates with applicants and licensees regarding application requirements, deficiencies, deadlines, renewals, and other licensing matters.
• Provides customer service to applicants, licensees, businesses, members of the public, and Town staff in person, by telephone, and by email.
• Monitors assigned licenses for expiration dates, renewal requirements, required documentation, compliance deadlines, and other licensing requirements.
• Maintains accurate and complete licensing records, files, databases, and electronic records in accordance with Town records retention requirements.
• Prepares correspondence, notices, forms, staff reports, agendas, and other documents related to licensing activities and Local Licensing Authority meetings and hearings.
• Maintains and updates licensing information on the Town website, public information resources, and licensing databases to ensure information is accurate, current, and accessible.
• Assists with tracking licensing compliance concerns, public notices, required notifications, and communications with appropriate Town staff regarding identified issues.
• Research licensing records and provide information in response to public records requests and other inquiries; provide information or testimony at administrative hearings, meetings, or court proceedings when appropriate and as directed.

Other Duties and Responsibilities

The list below is intended to be illustrative of additional responsibilities of the position and not all encompassing. The Town may change these duties at any time.

• Assists the Court Clerk with accepting and processing court payments, responding to payment-related inquiries, and maintaining accurate payment records.
• Serves as backup for the Deputy Town Clerk, providing coverage for assigned duties and responsibilities during periods of absence or as needed.
• Provides support for the Deputy Town Clerk’s functions, including Municipal Court, records, and other Town Clerk’s Office responsibilities as assigned.

Knowledge, Skills, and Abilities

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Knowledge of general office practices, procedures, administrative functions, and municipal licensing and permitting processes.
• Understanding of applicable Town, County, State, and Federal laws, codes, ordinances, regulations, and procedures, particularly those related to municipal licensing and regulatory programs.
• Ability to review applications and supporting documentation for completeness and accuracy and exercise sound judgment within the scope of assigned authority.
• Ability to communicate effectively and provide excellent customer service to applicants, licensees, business owners, citizens, elected officials, Town staff, and other members of the public.
• Ability to maintain confidentiality, exercise discretion, and handle sensitive information appropriately.
• Strong attention to detail and organizational skills, with the ability to manage multiple tasks, establish priorities, meet deadlines, and adapt to changing demands.
• Ability to research information, follow written and verbal instructions, accurately communicate findings, and produce professional written documents.
• Ability to maintain positive and collaborative working relationships and effectively use municipal software, licensing databases, electronic records systems, and other technology to accurately enter, retrieve, organize, and maintain information.

Education

• A high school diploma or GED is required.
• Coursework through the Colorado Municipal Clerks Association (CMCA), or a similar professional organization, with an emphasis on municipal licensing, administration, or related areas is preferred.

Work Experience

• Minimum two years of administrative support, clerical, customer service, or related experience is required.

The Following Is Preferred

• Experience working with a municipal or other government organization.
• Experience with licensing, permitting, records management, or regulatory compliance.
• Experience reviewing applications and supporting documentation for completeness and compliance.
• Experience in maintaining databases, electronic records, and confidential information.
• Experience working with municipal clerk software, records management systems, or similar administrative software.

Certificates And Licenses

• Possess a valid, non-probationary Colorado driver's license is required.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed in a public office setting and may require work outside of the office for errands or for training. This position is often the first point of contact between the public and their local government. Therefore, must always demonstrate a professional demeanor and appearance. The noise level in the work environment is typical of the modem office and is generally quiet to moderately noisy.
• May experience: extreme cold, extreme heat, noise, humidity, hazards, temperature change, atmospheric conditions, and vibration.

Physical Demands

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.

• May include sitting, occasional standing, walking, driving, hearing, speaking, vision, and manual dexterity. The physical demands described here are representative.
• While performing the duties of this job, the employee generally works in indoor environments that may require sitting for extended periods of time, bending, kneeling, reaching and occasionally lifting objects up to 50 pounds in weight.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential duties and responsibilities.