Assistant City Clerk

Job Summary:

The Assistant City Clerk supports the City Clerk’s Office in providing exceptional service to City Council, City staff, and the community. This position assists with Council meeting preparation, recordkeeping, licensing programs, elections, and public records management to ensure compliance with state law, the City Charter, and municipal code. The role requires strong organizational skills, attention to detail, and the ability to work collaboratively across departments. The Assistant City Clerk helps promote transparency, accessibility, and efficiency in local government operations, contributing to the City’s commitment to excellent customer service and open government.

The salary range for this position is $25.38 - $35.54 per hour with a hiring range of $25.38 - $30.46, depending on qualifications and experience. This opportunity will be available to applicants until Tuesday, November 11, 2025, at 12:00 P.M. M.S.T.

A current resume is required, and a cover letter is preferred.

Please view our video Working at Loveland to learn more about our exceptional Loveland community and the benefits of working for the City.

Essential Functions:

• Acts on behalf of City Clerk and Deputy City Clerk during absences attending and providing support at City Council meetings and executing legal documents such as ordinances, resolutions, contracts, water certificates, bond closings and other similar items.
• Provides City Clerk with support and backup assistance during City Council meetings as needed.
• Assist the Deputy Clerk as needed with the Council agenda creation and production process requiring coordination with all City departments.
• Supports the City Clerk and Deputy City Clerk to ensure Council action is documented, recorded and preserved accurately by assisting with tasks including taking meeting minutes.
• Analyzes, evaluates, reviews, administers, processes, issues and renews a variety of license types such as liquor, tobacco, mobile food vendors, etc. for compliance with state statutes, regulations and city codes
• Assist with updates to the internal and external City website regarding policies and procedures that pertain to the City Clerk’s Office.
• Supports citywide records management system, document retention and destruction policies and procedures pursuant to the Colorado Open Records Act, the Freedom of Information Act and City-wide policies.
• Coordinates multi-department open records requests.
• Participates in the administration of coordinated municipal elections and/or special elections in accordance with State and local laws.
• Plans, organizes, implements and coordinates programs and activities associated with City boards and commissions, including marketing, agenda and minutes support, public engagement, recruitment, training to staff liaisons, support to City Council to schedule interviews and make appointments, and plan and host recognition events and related meetings.
• Researches and interprets State statutes, municipal codes, City Charter and other documents governing liquor licensing, tobacco licensing, miscellaneous licensing, open records (CORA), elections and other matters.
• May participate as part of multi-jurisdictional teams and the State to affect changes related to licensing or other regulations.
• Conducts extensive research and initiates action in response to customer (internal and external) requests by referencing and interpreting policies, procedures, codes and regulations and retrieving City records.
• Research and compiles data to prepare statistical reports.
• Records, tracks, and research City department documents with Larimer County Clerk and Recorder.
• Manages official postings, legal publications and final payments of citywide projects and proposals.
• Maintains all electronic files, spreadsheets, databases or other ways of tracking related information.
• Performs administrative and technical duties, public relations functions, and business detail necessary for the successful operation of the City Clerk's office and all related activities that impact City Council and the public.
• Administers and prioritizes special projects and programs as needed.

Other Job Functions:

• Provides overall support for the major functions of the City Clerk's Office as described above as well as notary service.
• Provides support for the entire City organization by being the first point of contact for general phone requests.
• Performs other duties as assigned.

Job Level and Management Expectations:

Qualifications:

Education:

• Required: High School or GED.
• Preferred: Associates or Bachelor's degree in Administration. Political Science, or related field.

Experience:

• Required: 3 years progressively responsible administrative and customer service experience preferably in document management.
• Preferred: 2 years municipal government experience desired.

Certifications:

• Notary Public designation required within six (6) months of hire date.

Knowledge, Skills, and Abilities:

• Superior ability to provide excellent customer service to both internal and external customers.
• Strong desire to work as an effective team member with demonstrated skills related to teamwork, collaboration, cooperation, dependability, sharing duties/responsibilities/coverage and effective leadership within a team environment.
• Sound working knowledge of modern office practices, procedures and equipment including personal computers.
• Ability to read and follow written and verbal instructions.
• Superior organization skills and ability to plan and manage multiple concurrent tasks with frequent interruptions in a fast-paced environment.
• Ability to prioritize competing projects and assignments.
• Proficiency in computer word processing programs, spreadsheets and database programs.
• Strong attention to detail and accuracy.
• Strong appreciation for continual process improvement, overall efficiency.
• Ability to meet tight deadlines, sometimes while under pressure.
• Mastery of English language, proper grammar, spelling and punctuation.
• Ability to maintain effective, cooperative, friendly and professional working relationships with all constituents even in contentious situations.
• Capability to discern confidentiality requirements and ability to maintain it when required.
• Ability to adapt to changing business environment and technological advancements.
• Ability to read and interpret the Colorado State Constitution, State Statutes, City Code and the City Charter.

Physical Demands and Working Conditions:

• Frequent: Light to moderate physical effort that includes frequent standing or walking or maintaining arms and hands in the same position for repetitive tasks. Frequently works with light objects and light hand tools.
• Occasional: Moderate to considerable physical effort that includes working from ladders in awkward positions. Frequent use of light or medium weight objects (e.g., 25-50 lbs) and use of medium weight tools.

Working Environment:

• Frequent: Exposure to routine office noise and equipment.
• Occasional: Exposure to hazards typically found in general office environments where there is rarely to no exposure to injury or accident.

This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.

With over 300 days of sunshine, and just 30 miles from Rocky Mountain National Park in the heart of northern Colorado, Loveland is an ideal community for anyone to call home. Known as the Sweetheart City, this vibrant cultural hub is home to nearly 500 sculptures and public art installations, the world-famous Valentine Remail Program, and picturesque views of the Rocky Mountains. The community is bustling with a thriving arts, brewery, foodie, and shopping scene. Enjoy headliner concert and theatre productions, professional hockey events, endless community recreation and open space opportunities, art and sculpture shows, and several local festivals. Loveland also boasts an award-winning golf course and an inclusive library and community center. Loveland, Colorado has EVERYTHING YOU LOVE!

In 2020, Loveland was the only Colorado City to win the Governor’s Award for Downtown Excellence, is the top residential recycling City in the state for 4 consecutive years and has been ranked as one of the top places to live, work and raise a family in the U.S. and as one of the Most Idyllic Picturesque towns in America.

Apply today to join more than 800 employees who work to meet the core values of: Accountability & Integrity, Transparency & Honoring the Public Trust, Collaboration, Innovation, Safety, Excellent Service with Courtesy and Kindness. The City of Loveland is a diverse and welcoming community organization, and our employees enjoy a competitive benefits program, various opportunities for growth and development, and an exceptional work-life balance.

A vibrant community, surrounded by natural beauty, where you belong!

Benefit Eligible Benefits Package Includes:

• Two (2) Medical plans, Dental, Vision (for self/ spouse/ children)
• A Dedicated, exclusive Employee Health and Wellness Center
• Discounted Chilson Center passes
• Paid vacation, holidays, floating holidays, and medical leave
• Flexible spending including Dependent Care
• Life Insurance, AD&D, Short-term and Long-term disability, and voluntary Critical Illness Coverage
• Retirement 401a, 457, Roth (pre-& post tax) and company match
• A Comprehensive Employee Assistance Program
• Voluntary 529 College Invest program
• Tuition Reimbursement
• Employee Referral Program
• Personal and Professional Development opportunities
• Employee Recognition Program
• Exceptional work-life balance
• Market based pay & regular performance reviews
• Local Government employment is eligible for Public Loan Forgiveness Program.

Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions.

City of Loveland job descriptions are designed to describe the general nature and level of work necessary to perform well in the job; they are not intended to provide an exhaustive list of responsibilities, skills, and qualifications. City of Loveland job descriptions may be updated periodically, and additional activities, duties or responsibilities may be assigned by management as deemed appropriate.

The City of Loveland provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, disability, genetic information, age, or any other status protected under federal, state, and/or local law.

The City of Loveland participates in E-Verify. In accordance with E-Verify requirements, upon your date of hire the City of Loveland will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. E-Verify Notice of Participation.Learn more about your right to work. Visit E-Verify.gov for more information.

Hybrid Remote Work Eligibility

This position may be eligible for up to two days per week working remotely. Probationary employees (within the first six months of employment) may not be eligible. Subject to change based on business needs and performance expectations.

Employment offers will be conditional on the successful completion of a criminal history background check.

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• City of Loveland

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