Assistant Deputy Town Clerk

Internal posting for current Town of Berthoud employees only.

About the role

The Assistant Deputy Town Clerk administers a variety of Town licenses, permits, and provides 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.

Responsibilities

• 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.
• Researches licensing records and provides information in response to public records requests and other inquiries; provides information or testimony at administrative hearings, meetings, or court proceedings when appropriate and as directed.
• 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.

Requirements

• 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.
• Minimum two years of administrative support, clerical, customer service, or related experience is required.
• Experience working with a municipal or other government organization is preferred.
• Experience with licensing, permitting, records management, or regulatory compliance is preferred.
• Experience reviewing applications and supporting documentation for completeness and compliance is preferred.
• Experience in maintaining databases, electronic records, and confidential information is preferred.
• Experience working with municipal clerk software, records management systems, or similar administrative software is preferred.
• Valid, non-probationary Colorado driver's license is required.

Skills

• 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.

Work Environment

The work environment is a public office setting and may require work outside of the office for errands or training. This position is often the first point of contact between the public and their local government, requiring a professional demeanor and appearance. The noise level is generally quiet to moderately noisy. May experience extreme temperatures, noise, humidity, hazards, temperature changes, atmospheric conditions, and vibration.

Physical Demands

May include sitting, occasional standing, walking, driving, hearing, speaking, vision, and manual dexterity. The employee generally works in indoor environments that may require sitting for extended periods, bending, kneeling, reaching, and occasionally lifting objects up to 50 pounds in weight.