Deputy City Clerk

City of Arvada; Arvada (CO); On-site; USD 51,000 - 70,000; Full time

Benefits offered by this job

Total Rewards package

Job summary

The City of Arvada is seeking a detail-oriented Deputy City Clerk to support the City Clerk’s Office, focusing on liquor licensing, municipal licensing, elections support, and public records management.

The role includes providing guidance on licensing requirements, preparing documents, and maintaining official records. Candidates should have 5+ years in secretarial/administrative roles and a relevant degree, with CJIS certification preferred.

Qualifications

• Advanced knowledge of liquor licensing laws and procedures.
• Experience with public records and elections support.
• Ability to interpret city codes and ordinances.
• CJIS Certification preferred or required where applicable.

Responsibilities

• Act as Acting City Clerk in the City Clerk's absence and perform duties as authorized by law, charter, code, and policy.
• Administer liquor licensing and municipal licensing programs, including applications, renewals, transfers, and special events.
• Review licensing applications for completeness and compliance; coordinate investigations and issue licenses and notices.

Skills

Liquor licensing knowledge

Municipal licensing procedures

Public records knowledge

City Clerk functions

Regulatory guidance

Communication skills

Education

Associate's or Bachelor's degree in Public Administration, Business Administration, Political Science, Government, Paralegal Studies, or related field

Job description

All positions close Friday morning at 12:01am.

Starting salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity.

The range listed reflects the entire range and typical placement is entry to mid range.

Pay Range: $37.23-$50.91 Hourly

The City of Arvada is seeking a detail-oriented and customer-focused Deputy City Clerk to support the daily operations of the City Clerk's Office, with primary responsibility for liquor licensing and municipal licensing programs.

This role also supports elections, public records, City Council meetings, and official records, and serves as Acting City Clerk in the City Clerk's absence.

Essential Job Functions

Serves as Acting City Clerk in the City Clerk's absence and performs the City Clerk's duties as authorized; consistent with applicable law, the City Charter, City Code, and City policies.

Provides training and guidance to staff on licensing procedures, City Clerk functions, records, systems, and applicable requirements; and performs assigned administrative functions, including purchasing, accounts payable, and expense reimbursements.

Administers the City's liquor licensing and assigned municipal licensing programs, including applications, renewals, transfers, ownership changes, temporary permits, manager registrations, special events, and other licenses.

Reviews applications for completeness and compliance, coordinates required investigations and reviews, and prepares and issues licenses, notices, correspondence, and related documentation.

Interprets and applies applicable federal, state, and local laws, regulations, policies, and procedures; advises applicants, licensees, City staff, elected officials, and the public on licensing requirements; resolves complex regulatory issues; monitors legislative and regulatory changes; and coordinates with the City Attorney’s Office, Public Safety, other City departments, the Colorado Department of Revenue, and other agencies.

Coordinates Liquor Authority proceedings, including preparing agendas, staff reports, notices, and meeting materials; attending meetings; recording minutes and official actions; documenting violations following hearings; distributing required notifications; coordinating board member payments; and maintaining official records.

Assists with City Clerk functions related to elections, Colorado Open Records Act (CORA) requests, legal notices, notarization, annexation notices, boards and commissions, City Council meetings and agenda packets, and the maintenance and codification of City policies, ordinances, resolutions, and City Code provisions.

Maintains licensing and City Clerk records, databases, tracking systems, and official documents; coordinates required filings and recordings with appropriate agencies; monitors applications and deadlines; generates reports; and identifies opportunities to improve records management and operational efficiency.

Analyzes complex administrative and regulatory issues, evaluates alternatives, and develops recommendations consistent with applicable requirements and organizational objectives.

Establishes and maintains effective working relationships with City staff, management, elected officials, applicants, licensees, regulatory agencies, and the public.

Represents the City Clerk's Office professionally at meetings, hearings, training sessions, and other City and community activities.

Travels to and attends team and organizational meetings, training, events and activities and appropriately and professionally represents the department.

Other Job Functions

Performs other duties as assigned.

Knowledge Skills and Abilities

Advanced knowledge of state and local liquor licensing laws, regulations, policies, procedures, and administrative requirements.

Strong knowledge of federal, state, and local laws and regulations applicable to municipal licensing and City Clerk's Office functions, including the Colorado Constitution, Colorado Revised Statutes, Colorado Code of Regulations, City Charter, and City Code.

Strong knowledge of requirements and practices related to open meetings, open records, public records, records retention, and municipal records management.

Strong knowledge of municipal government operations, including public hearings, legal notices, official municipal documents, and other City Clerk's Office functions.

Ability to research, interpret, and apply complex laws, regulations, ordinances, policies, and procedures; analyze regulatory and administrative issues; exercise sound independent judgment; and develop appropriate recommendations.

Strong organizational and project management skills, including the ability to manage multiple priorities, meet deadlines, maintain accurate records, and adapt to changing requirements.

Strong written and verbal communication skills, including the ability to explain complex regulatory and administrative requirements, provide guidance and training, and present information effectively to individuals and groups.

Strong customer service and interpersonal skills, including the ability to handle difficult or sensitive situations professionally and establish effective working relationships with City staff, elected officials, applicants, licensees, regulatory agencies, and the public.

Proficiency with computer applications, databases, document management systems, and other relevant technology, with the ability to learn and implement new systems.

Ability to maintain accurate and confidential records and appropriately handle sensitive information.

Ability to work independently with limited supervision and collaboratively as part of a team.

Ability to attend meetings, hearings, training, events, and other City activities outside regular business hours as needed.

Must be able to operate a motor vehicle.

License & Certification

A valid Colorado driver's license and acceptable driving record.

Notary Public

Designation preferred or ability to become a Notary Public.

Education Degree

High School/GED.

Education Required Yes Education Preferred

Associate's or Bachelor's degree in Public Administration, Business Administration, Political Science, Government, Paralegal Studies, or a related field.

Work Experience Related

Five (5) years of progressively responsible experience in secretarial and administrative work Three (3) years related experience required in a city or county setting. (City Clerk experience preferred.)

Work Experience Preferred

Experience administering liquor licensing programs or other complex regulatory licensing programs; experience interpreting and applying federal, state, and local laws and regulations; experience working with public hearings, elected officials, regulatory agencies, municipal records, or other City Clerk functions. Experience leading the work or others.

Other Qualifications

Must pass a criminal background check and a driving record check, if required by the position. Must obtain and maintain a Criminal Justice Information Services (CJIS) Certification.

Physical Demands

Minimal physical effort typically found in clerical work. Primarily sedentary, may occasionally lift and carry light objects. Walking and/or standing as needed and minimal.

Hazards

Minimal exposure to hazards are typically found in general office environment where there is rarely to no exposure to injury or accident.

Work Environment

Exposure to routine office noise and equipment.

Benefits

• The City of Arvada offers a robust Total Rewards package.

Vision

We Dream Big and Deliver

Mission

We are dedicated to delivering superior services to enhance the lives of everyone in our community.

Values

Innovation: We excel in creativity, flexibility and the use of best practices while valuing diverse backgrounds, ideas and perspectives. Passion: We are a high performing, inclusive team inspiring each other to pursue excellence. Opportunity: We value our diversity, embrace possibilities, face challenges, persevere and take action to deliver quality results.

Core Values

The City's Core values are in every employee's individual Performance Plan which helps us to reinforce our expectations for living and working by our Core Values. Every City employee is expected to perform his/her job to the highest professional standards. This includes upholding the City's values with integrity and accountability, acting in a manner that is respectful and inclusive towards others, and adhering to the City's policy on employee conduct as detailed in the personnel rules sec. 70-143.

Equal Employment Opportunity

The City is an Equal Employment Opportunity Employer.

Awards

We have consistently received Top Workplace awards since 2012. Most recently, we received USA Today's Top Workplaces Award.