This position coordinates all aspects of administrative public records requests (PRRs) received by the City Clerk’s Office, leads the administration of City Boards and Commissions, and supports the City Clerk and Deputy City Clerk by completing City Council minutes, packet materials, and attending City Council meetings as needed. This position also supports the City Clerk’s Office with the tracking and maintaining of City contracts and assists with administrative support for all office functions including elections, licensing, permits, vouchers/deposits, etc. Lastly, the position helps with the receptionist duties for the City Clerk's Office, providing customer service for citizens and employees.

Incumbent is accountable for all duties of this job and other projects and responsibilities may be added at the City’s discretion. Employees must be able to perform the essential duties of this job with or without a reasonable accommodation.

• Responsible for processing Public Record Requests (PRRs), which involves routing, tracking, and following deadlines mandated by state law; this process includes correct routing of both routine and complex requests, working with other departments to ensure fulfillment of PRR’s by the deadline, compiling monthly and annual review reports, and assisting in the record retention of PRR’s. Specifically, this position is responsible the processing over 50 PRRs monthly and approximately 650-700 PRRs annually.
• Leads the administration of City Boards and Commissions, including the City Council Screening Committee and the 30-member Lakewood Advisory Commission, which requires the attendance of two or more evening meetings each month.
• Serves as administrative support to the City Clerk or Deputy City Clerk for City Council support by completing City Council minutes, compiling meeting materials ahead of Council meetings, and attending Council meetings on an as needed basis.
• Serves as one of the main receptionists for the City Clerk’s Office by answering phones and assisting with customers – both members of the public and other City staff.
• Must be able to interact with customers and colleagues in a positive manner.
• Works as a team member in a busy, highly visible environment.
• Provides additional support to the operation of the City Clerk’s office as needed.
• Performs other duties as assigned.

Reporting Relationships

Supervision Received:

• Receives supervision from the City Clerk and Deputy City Clerk.

Supervision Exercised:

• None

Education and Experience

Education:

• High school diploma or equivalent.
• Secondary education, preferred.

Experience:

• One-year or more years working in a customer service setting with experience in city services, or other governmental organizations preferred.
• At least two years of progressively responsible work experience involving a high degree of public contact and problem solving.
• Knowledge of local government and the Colorado Records Act (CORA) preferred
• Must have strong customer contact/service background.
• Experience in meeting planning and support is preferred.
• Experience with meeting minutes and transcription experience is preferred.
• Experience creating and updating web pages is preferred.

Certification/Licenses/Specialized Training

• Must obtain Notary designation and adhere to requirements within three months of hire.

• Ability to demonstrate strong knowledge of City services, City Council, and the organization’s goals.
• Ability to demonstrate ethics and integrity by being truthful, honest, trustworthy, and accountable for words and actions; able to demonstrate considerable tact, discretion, and confidentiality.
• Exceptional skills with the ability to think logically, exercise initiative and judgment, as well as making decisions within the scope of assigned authority.
• Exceptional interpersonal skills and effective oral and written communications skills.

• Ability to work both independently and as a team player. Must be a highly organized individual.
• Must demonstrate regular and reliable attendance.
• Criminal background check required.

Technological Skills

• Ability to use Microsoft Office Suite to include Word, Excel, Outlook, and Power Point.
• Website experience preferred; or ability to learn how to upload to the City’s website.

Must successfully complete and maintain required state or departmental physical standards and certifications.

Working Conditions and Physical Requirements

LIGHT WORK: Exerting up to 30 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work

Physical Demands

• Bend or position self to move items from higher place to lower place or vice versa
• Sit, stand or be stationary
• Talk, hear, converse, communicate, or exchange information
• Use of hands and/or fingers in a repetitive motion to handle, pinch, grasp, move, feel, and inspect, etc.
• Walk, ascend, descend on both even and uneven terrain
• Vision to include distance, depth perception, peripheral and color

Environmental Conditions may include

• Office settings

Physical Requirements – No Physical Needed

• Lift, carry, push, pull, move, or positions from all levels up to 30 lbs with or without assistance

The City of Lakewood is a drug-free workplace that provides employment opportunities in compliance with all pertinent federal, state, and local laws. All Lakewood employees are expected to work and complete all tasks in a safe manner consistent with training, standard operating procedures, City or Department policies, and common sense. Working in a safe manner includes the use of personal protective equipment (PPE) and complying with all City and/or Department safety rules. Horseplay on-the-job is strictly forbidden. The failure to work in a safe manner, use PPE, follow standard operating procedure, or comply with a safety rule will result adverse employment consequences ranging from verbal discipline to termination from employment, including any applicable reduction in benefits under the Colorado Workers’ Compensation Act. Employees are also expected to encourage safe work practices by all co-employees, and to report any unsafe work practices immediately to a supervisor.

The City of Lakewood celebrates diversity, equity and inclusion in all areas of our workforce. Accordingly, the city is committed to creating, nurturing and sustaining a diverse, equitable and inclusive culture, where differences drive innovative solutions to meet the needs of our community and employees.