Deputy City and Court Clerk

About the Role

The Deputy City Clerk/Municipal Court Clerk is a professional administrative position that provides assistance to the City Clerk’s office and ensures the efficient operation of the municipal justice process. This role performs a variety of administrative duties, including processing licenses, preparing and filing legal documents, and managing court operations under the direction of the City Clerk and Municipal Judge.

Responsibilities

Deputy City Clerk Duties

• Assists with noticing and posting hearings for various departments, including ordinances and annexations.
• Assists non-profits with Special Event Liquor Permits and paperwork for Council packets.
• Processes liquor license renewals and maintains electronic and hard copy files for each business.
• Processes retail marijuana license renewals and maintains electronic and hard copy files.
• Processes Amplified Sound Permits after approval from the City Administrator.
• Processes short-term rental applications, renewals, and Occupational Lodging Taxes.
• Maintains the Short-Term Rental license software and database, and communicates with license holders.
• Assists the City Clerk with elections.
• Coordinates with other departments for arborist, liquor, marijuana, short-term rental, tobacco, and other city-issued licenses.
• Maintains detailed and up-to-date documentation of all procedures.
• Manages all records according to their retention schedule.
• Updates the City’s website as needed.
• Coordinates meals for evening council meetings, as needed.
• Provides coverage for the City Clerk’s duties in their absence.
• Performs other duties as assigned by the City Clerk.

Municipal Court Clerk Duties

• Creates necessary files for citations written by police and code enforcement officers.
• Manages ongoing cases to ensure requirements of the Court are completed, including preparation of motions, subpoenas, and bench warrants.
• Manages parking tickets to ensure proper payment and timeline for default judgments.
• Reports traffic tickets to the DMV.
• Closes files when appropriate in both computer and paper formats.
• Reserves, sets up, and restores the courtroom before and after sessions.
• Maintains accurate records of posting bonds, forfeitures, restitution owed, and payment arrangements.
• Forwards delinquent accounts to collection agencies and maintains records of outstanding balances.
• Prepares and maintains monthly and annual court reports.
• Maintains resources for useful public service and collaborates with participating agencies.
• Refers defendants to deferral treatment programs and reports results to the judge.
• Maintains detailed and up-to-date documentation of all procedures in accordance with local and state law.
• Manages all records according to their retention schedule.
• Performs other special projects and duties as assigned by the City Clerk and Municipal Judge.

Requirements

• High school diploma or equivalent.
• Proficiency with Microsoft Suite, email applications, and general office equipment.
• Strong customer service and verbal/written communication skills.
• Ability to follow written and verbal directions, solve problems, handle multiple priorities, work under deadlines, and make sound decisions.
• General understanding of office technology and proficiency with PCs, MS Office suite, and Acrobat.
• Self-directed, detail-oriented professional who works efficiently both independently and collaboratively.
• Ability to work well with the public and diverse groups of people.

Schedule

Hours are generally Monday through Thursday, 40 hours per week. Occasional coverage on Monday or Tuesday nights for Work Session and City Council meetings may be required when the City Clerk is out of the office.

Work Environment

Work is performed in an office environment or in the Council Chambers. The role requires extended periods of sitting in front of a computer screen and periods of standing. Must be able to lift 20 pounds intermittently. The small organizational setting requires cross-training and assisting others to cover staff absences and busy periods.

Benefits

• Medical, dental, and vision insurance plans.
• 401(a) and 457 retirement plan options with employer match.
• Personal Time Off accrual.
• Life insurance and long-term disability benefits.
• Swim benefit at the Salida Hot Springs Aquatic Center.