Town Clerk

Town Of Vail   Vail, CO   Full-time     Administration / Clerical
Posted on July 22, 2022
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The Town of Vail is now hiring a Town Clerk. $96,066 - $137,239.

Position Overview

The Town of Vail is now hiring a Town Clerk. The Town Clerk is responsible for the oversight of the functions of the Town Clerk’s Office, including the management of the day-to-day operations.  The Clerk’s Office is instrumental in preparing the environment in which to conduct municipal business related to the work of the elected municipal officials (Vail Town Council), the Local Liquor Licensing Authority, the Town Manager and Town Attorney offices.  

Town Clerk duties include, but are not limited to:

Meeting (Agenda and Packet) Management

  • Manages the Town Council’s business meetings and agenda preparations in accordance with the Manager’s Office input, which also includes oversight of the interdepartmental coordination to compile and publish materials and public notices.
  • Attends and participate in Council meetings; records proceedings; prepares and maintain official records of the meetings; oversee follow-up activities resulting from council meetings (decision notifications, letters, actions, etc.). 

Election Administration

  • Manages all facets of election administration following both Municipal and State Election laws and State of Colorado Fair Campaign Practices Act and related Rules. The conduct of elections will include biennial regular non-partisan candidate elections as well as any special elections that may occur. 
  • Plans and oversees initiatives and referendum process which involves acceptance of citizen petitions, verifying signatures and reporting results to Town Council. 

Liquor Licensing

  • Serves as the primary contact for liquor license holders, administrator of the liquor licensing for the town, and serves as the official secretary to the Liquor Licensing Authority.
  • Counsels new applicants on requirements and procedures for obtaining liquor licenses and facilitates the scheduling of review of such licenses, including new transferring license applications, changes of corporate structure, temporary permits, renewals, manager registrations and special events.
  • Coordinates the local review and analysis of applications for compliance with local and state laws; is responsible for the multi-departmental review of the application process.
  • Oversees the Local Liquor Authority meeting agendas and produces minutes of such meetings, ensure public postings of agenda and related agenda item notices for new license and special event permitting and other Authority administration or documentation requirements.
  • Employs delegated authority to approve and issue temporary licenses pending transfer of ownership, and to approve special event licenses.
  • Ensures compliance with State of Colorado Liquor Enforcement Division.
  • Coordinates annual meeting with Vail liquor license holders to disseminate current rules, regulations and information. 

Town Council and Town Manager Support

  • Coordinates many town functions and special projects as assigned by the Town Manager’s Office, including but not limited to the Vail Trailblazer Award, the Colorado Grand Scholarship Program, the Vail Youth Recognition Award, the Global Friendship Exchange Program, and the Peer Resort Visit Program. Involved with helping to schedule special meetings, retreats with staff and other agencies, and drafting and tracking of the council action plan. 
  • Tracks Council Committee appointments.
  • Oversees the interview and selection process for the town’s boards and commissions on behalf of the Town Council. Manages the posting of vacancy notices, compilation of resumes, scheduling interviews, and confirmation of town council appointments for ten boards and commissions. 

Open Records Requests

  • Oversees open records requests in compliance with Town of Vail and Colorado State Statutes, policies and regulations.
  • Reviews and responds to inquiries regarding interpretation of policies, procedures, rules and regulations as applicable to records management; works collaboratively with the Town Attorney on related legal issues.
  • Coordinates compilation of records request by working with other departments to ensure appropriate documents are gathered and provided requestor. Ensure appropriate fees are estimated, established and collected related to research and retrieval of documents.  

Records Management

  • Plans and directs all management of official records, implementation of the Colorado Municipal Records Retention Schedule, including but not limited to the destruction of records, introduction of records schedules and amendments.
  • Ensures Town of Vail contracts and agreements are properly executed with third parties and loaded to records repository. Creates and manages the approval, signature, and tracking processes for the towns contracts and agreements.
  • Ensures town-wide conformance of the records environment by facilitating user training for the processes and systems including the town’s official records repository system(s). 

Town Code and Public Notices

  • Manages the process for the codification of town ordinances; working with the codifier to keep the Vail Code Book current and without discrepancies or errors and ensures timely posting of the information to the town’s website and provides code supplement hard copies to departments for updating the code books.
  • Directs process for public notice and tracking municipal actions to ensure compliance with Colorado’s home rule statutes and local charter language which regulates proper transparent public notice of meetings and municipal business actions, including e-notifications and preparation and publication of all ordinances, resolutions and other notices. 

Budget Management

  • Oversees and implements office budget for Town Clerk’s office; develops and administers the department budget; monitors expenditures; prepares fiscal analysis for department operations. Accounts for all public monies received in the Clerk’s office in such a manner per established policies of the Finance Department.
  • Prepares and administers the Town Council and Town Attorney department budgets and coordinates reporting and tracking of expenses accordingly. 

General Town Clerk’s Office

  • Provides leadership and direction for the Deputy Town Clerk and other support staff functions including but not limited to administration of liquor licensing, preparations for prosecuting attorney for Municipal Court, records management, and other professional and administrative functions of the department.
  • Other primary functions include the administration of municipal elections and records management program.  The position is responsible for interpreting, understanding and implementing certain sections of the Colorado Revised Statutes (i.e. Election and Campaign Codes), Colorado Liquor & Beer Code, Town Charter and Municipal Code.  The Town Clerk position is designated in the Vail Municipal Charter. 
  • Develops and implements goals, objectives, policies and priorities for the department including staff supervision and development.
  • Research, analyze, and interpret State Statutes and the Town Charter as they relate to operation and services provided by the Town Clerk's office.
  • Preparation of official documents and records; signs and seals all legal documents of the Town; files and records documents.
  • Administers oaths of office and attests signatures of Town officials.
  • Performs all other related duties as directed.

Skills / Requirements

Vail is a guest service oriented and resort destination community. We realize that to set the standard for world-class alpine resorts, our employees make all the difference!  That is why we are looking for passionate individuals who strive for excellence in all that they do. 

Qualified applicants must have:

  • Knowledge of and proficiency in modern office practices, procedures, equipment, and software.
  • Strong written and verbal communication skills including proficiency with spelling, punctuation, grammar and math.
  • Working knowledge of and ability to interpret, implement and communicate a wide variety of technical terminology and information relating to Municipal, State and county procedures, regulations, operating policies and guidelines and basic business law.
  • Ability to handle confidential information and maintain efficient and accurate records.
  • Ability to work under somewhat stressful demanding conditions that are often time sensitive with tight deadlines.
  • Knowledge of the principles, practices, and operating requirements of a City Clerk's office; Colorado election code; the election process, and all activities involved in preparing for and conducting municipal elections; records management and retention laws; legal terminology and processes; project management; municipal government operations; and financial management.
  • Exercises a high degree of independent judgment and the ability to communicate and maintain effective relationships with elected officials, department heads, town staff and the public; displays diplomacy and tact in professional communications with stakeholders.

In addition they must meet the following requirements:

  • A Bachelor’s degree from an accredited college or university with major course work in political science, public administration, business administration, or a related field preferred. 
  • At least five to seven years of experience in performing complex administrative duties in a governmental Clerk’s office or an executive level administrative role. 
  • Experience in a leadership or supervisory role is essential.
  • Colorado State Notary Certification is required or ability to immediately obtain. Possession of an International Institute of Municipal Clerks designation as a Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) is desirable upon hire and required/expected within three (3) years. 
  • Any combination of education and experience that would provide the required knowledge and abilities is qualifying.