Assistant Town Clerk / Court Clerk

Town of Wellington; Wellington (CO); On-site; USD 34,000 - 46,000; Full time

Job summary

Town of Wellington is seeking an Assistant Town Clerk / Court Clerk to provide administrative and customer service support in the Town Clerks Department. The role includes court clerk duties, cemetery administration, records management, and office operations, with a focus on accuracy and service to the public.

Expect strong communication skills, proficiency in MS Office, and experience with records management software. Notary certification is preferred or obtainable within 3 months.

Qualifications

• Requires High School Diploma or GED.
• Three years of relevant work experience.
• Notary certification preferred or ability to obtain within 3 months.
• Strong communication and customer service skills.

Responsibilities

• Handle customer service by phone, in person, and email; respond to inquiries and resolve issues.
• Assist in preparation of Board of Trustee agendas, packets, minutes and postings.
• Manage cemetery records and coordinate with public works and funeral homes.
• Oversee Municipal Court clerical duties and court records in the management system.
• Perform cash handling, daily reconciliations, and data entry; schedule meetings and facilities.

Skills

Cash handling

Customer service

MS Office

Records management

Education

High School Diploma or GED

Notary certification preferred or ability to obtain within 3 months

Tools

Records management software

Job description

JOB TITLE: Assistant Town Clerk / Court Clerk

REPORTS TO: Town Clerk

FLSA: Non-exempt

HIRING RANGE: $24.75 - $29.11 per hour

FULL WAGE RANGE: $24.75 - $33.41 per hour

Under general supervision, provides administrative and customer service support to the Town in the Town Clerks Department. This position performs a variety of administrative functions, including cash handling, records management, customer service, general office operations as well as acts as the Municipal Court Clerk and Cemetery Administrator. Support functions require writing, reporting, and strong communication skills. This position requires a high level of customer service skills, interacting with the public and other employees to achieve the essential functions of this job and to provide quality customer service to the Board of Trustees, Town staff, and the public.

ESSENTIAL JOB FUNCTIONS:

• Perform customer service on the phone, in person and/or by email. Be the first point of contact answering customer questions. Ability to field, solve, answer questions related to basic Utility or Town Clerk functions. Take detailed written messages or direct to voicemail as appropriate. Ability to follow up until resolved.
• If assigned, answer inquiries received via the website or direct them to appropriate staff in a timely manner.
• Intermediate or higher skill levels in Microsoft Outlook, Word, Excel, PowerPoint. Experience using records management software a plus.
• Assist in general administrative duties, including routing mail and maintaining building entry area.
• Composes and types routine correspondence to Town residents, businesses, vendors, or other interested parties.
• Provide assistance to Town Clerk including:
  • Assist in preparation of Board of Trustee agendas and packets, minutes and other regulatory postings.
• Assist with the management of the Town’s records management system in accordance with the Municipal Records Retention Schedule and Town Policies. Assist with management of various board and commission recruitments, records and member terms.
• Represent the Town Clerk’s Office at meetings or trainings as requested.
• Perform additional duties and special projects as assigned by the Town Clerk.
• Manage Town cemetery; requires meeting with individuals interested in purchasing burial plots, maintaining accurate and comprehensive cemetery records and managing the Town’s cemetery software; coordinating with Public Works, funeral homes for graveside services; coordinating with monument companies on related cemetery needs.
• Manage the administrative operations of Municipal Court including preparing necessary documents for the Municipal Judge, Attorney, and defendants; records disposition of cases and disseminate information; preparing letters, memoranda, warrants, summonses, and other correspondence; accurately maintaining court information in the court records management program.
• Provide back up support for Utility Services Coordinator and Town Clerk.
• Organizes and maintains file system in electronic and paper format, files correspondence and other records; performs annual record destruction processes based on federal and state retention policies.
• Provides exceptional customer service by welcoming visitors, assessing needs, and directing individuals to appropriate resources, services, or staff.
• Completes cash handling and daily payment reconciliation.
• Arranges and coordinates travel schedules and reservations.
• Coordinates and arranges meetings and reserves and prepares facilities.
• Makes copies of correspondence or other printed materials.
• Enter and maintain data in computer systems and databases, ensuring accuracy through review and correction of errors. Generate standard and ad hoc
• Schedule the use of Town facilities with other Town employees, Trustees, citizens, and outside agencies in accordance with policy.
• Schedule work orders, service calls, and other activities for employees..
• Assist with training and work monitoring of new hires, temporary workers, and other administrative employees when asked.
• Ability to gain and provide Notary Public services.
• Orders and maintains supplies and arranges for maintenance.
• Other duties as assigned.

ABILITY TO:

• Establish, maintain, and foster positive and effective working relationships with a diverse group.
• Work independently or collaboratively and may work independently with limited supervision at times.
• Communicate clearly, concisely, and courteously, both orally and in writing.
• Compile, sort, and organize data in Excel spreadsheets, reports, forms, or other government documents.
• Analyze, evaluate, and recommend sound solutions to problems of routine nature.
• Research, interpret, explain, and correctly apply policies, rules, regulations, and procedures.
• Use discretion and confidentiality when handling sensitive information.
• Perform duties to the highest standards of conduct and integrity.
• Independently and efficiently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Solve practical problems and deal with a variety of concrete variables.
• Ability to calculate figures and amounts such as interest, discounts, refunds/credits, proportions, and percentages.
• Adapt to changing priorities with ease.

DUTIES AND TASKS:

Works on assignments that are moderately complex in nature where judgment and analysis are required in resolving problems and making recommendations. Ensures that all details of a task are accomplished properly.

SUPERVISION GIVEN AND RECEIVED:

Works under general supervision. Assignments are received in the form of results expected, due dates and general procedures to follow. This position has no supervisory responsibilities.

MINIMUM QUALIFICATIONS:

• High School Diploma or GED
• 3 years of relevant work experience
• Notary certification preferred or ability to obtain notary certification within 3 months

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.

• Frequent reaching, sitting, standing, walking, talking, seeing, hearing and manual dexterity
• Occasional lifting and carrying up to 15 pounds
• Work is typically performed inside an office setting

CONDITIONS OF EMPLOYMENT:

Must pass criminal history check.

Must participate in Town’s Direct Deposit program.

Must abide by Town’s Personnel Policies.

The statements contained in this job description reflect general details as necessary to describe the principle 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