Deputy City Clerk

Class Title: Deputy City Clerk Department: City Clerk Status: Classified Division: GENERAL PURPOSE: Assist City Clerk/Treasurer with overall operation of City Clerk/Treasurer Office.
General duties include, but are not limited to, maintenance and custody of the City’s official records and history; ensuring legal notification of City Commission and other related meetings; preparing agenda materials and minutes for City Commission meetings; providing administrative assistance as needed, and performing other duties as assigned.
SUPERVISION RECEIVED/GIVEN: This position reports directly to the City Clerk/Treasurer.
ESSENTIAL DUTIES AND RESPONSIBILITIES:  Assist City Clerk/Treasurer in managing the operation of the office of the City Clerk.
 Assume overall responsibility for and supervise operation of City Clerk Office during the City Clerk Treasurer’s absence.
 Attends various city board meeting; prepares agendas; takes and prepares minutes.
 Attends City Commission meetings, takes and prepares minutes, and attends City staff meetings in the absence of the City Clerk.
 Assist in the preparation for the City Commission agenda and information packets including coordination, review, distribution, and publication.
 Upon request, performs post-City Commission meeting duties, including but not limited to, transcribing and distributing minutes, ensuring resolutions and ordinances are in proper format and notarized, tracking committee and commission actions, gathering any necessary signatures, and preparation of letters of notification.
 Assist in preparing and recording Commission resolutions, ordinances, agreements, and other similar actions.
 Provides customer service by answering telephones and greeting walk-in customers, providing information, answering inquiries, and directing inquiries to the appropriate City Department.
 Provides notary services for City legal requirements, and the general public.
 Supervises assigned staff, including training in the absence of the City Clerk.
 Researches and retrieves information for the Mayor, City Commission, and administrative staff.
 Remains current on principles, practices, and developments in the field and other duties as assigned by the City Clerk and/or City Manager.
 Assists in the processing of all liquor license applications, set public hearings, publish notice, process applications.
 Assists in the issuance of City licenses, including Short Term Rentals, business, animal, various regulatory licenses as assigned, and cemetery deed in accordance with applicable city ordinances and other regulations.
 Processes Public Information Requests as required by the Inspection of Public Records Act.
 Assists with preparing requisitions, managing purchase orders for Clerk’s Office, and preparing Accounts Payable Vouchers.
 Other duties as assigned by City Clerk and/or City Manager.
MINIMUM QUALIFICATIONS: Education and Experience:  High School diploma or GED equivalency is required.
 A post-secondary education degree/certificate with coursework in business or public administration is a plus, but not required.
 Experience as a municipal clerk preferred, but not required.
 One to five (1-5) years’ experience in office setting, preferably in a municipality of other governmental entity.
 Any equivalent combination of education and experience which demonstrate the candidate’s ability to perform the duties of the job will also be considered.
Knowledge, Skill, and Abilities:  Functions, services, and funding sources of a municipal government.
 Principles and practices of municipal administration and pertinent federal, state and local laws, codes and regulations related to municipal records.
 Customer service methods, techniques, and best practices for dealing with a wide range of customer issues.
 Operation of standard office equipment, personal computers, and various software applications for word processing, spreadsheets, and job-specific functions.
 English grammar, spelling, and punctuation.
 Following written and oral instructions.
 Learning and observing organizational and departmental programs, policies, procedures, and processes sufficiently to convey information to the public and other staff.
 Attending meetings and preparing and reporting accurate meeting minutes.
 Preparing, presenting and recording reports, document, and information.
 Preparing and maintaining correspondence, reports, records, databases, and information files.
 Researching and producing oral and written reports and information.
 Conducting research and analysis of special or assigned projects.
 Communicating effectively, both oral and written.
 Establishing and maintaining effective working relationships with co-workers, supervisory personnel, state and local elected and appointed officials, and the public.
 Performing a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
 Performing multiple tasks simultaneously.
 Using logical and creative though processes to develop solutions according to written specifications and/or oral instructions.
Requirements/Certifications/License:  Valid New Mexico Driver’s License.
 Must successfully pass pre-employment drug screening.
 Current professional certification (i.
e.
, CMC) is preferred, but not required.
 Consideration will also be given to those with no certification but a strong commitment to obtain a related professional certification with four (4) years.
 New Mexico Notary Public certification is preferred.
EQUIPMENT, TOOLS, AND MATERIALS:  Operation of standard office equipment, personal computers, and various software applications for word processing, spreadsheets, and job-specific functions.
WORK ENVIRONMENT:  Work is performed indoors  Normal work performed on weekdays.
Some extra hours may be required.
 Subject to normal office noise levels  Subject to odors and dusts  Duties are performed on uneven, carpeted, flat and hard surfaces.
PHYSICAL FUNCTIONS:  Sufficient clarity of speech and hearing, without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person.
 Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review, evaluate, and prepare a variety of written/typed documents and materials.
 Sufficient manual dexterity, with or without reasonable accommodation, with permits the employee to operate standard office equipment and personal computer.
 Sufficient personal mobility, agility, balance, strength, and flexibility to work in an office environment that requires sitting for long periods of time, keyboarding, and occasionally lifting objects up to 25 lbs.
 Jobs in the class require performing repetitive hand movement in gripping, fingering and hand/wrist/are movements.
Related job tasks may require, with or without reasonable accommodation, walking, standing, sitting, stooping, squatting, kneeling, bending, crouching, pushing, grasping, and reaching.
The work environment characteristics described above are representative of those an employee may encounter while performing the essential functions of this job.
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions when notified of said disability.
SELECTION GUIDELINES: Formal application, rating of education and experience, oral interview and reference check; job related tests may be required.
The duties listed above are intended only as illustrations of the various types of work that may be performed.
The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Equal Opportunity Employer Statement: The City of Truth or Consequences is an equal opportunity employer that is committed to diversity and inclusion in the workplace.
We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.
This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship.
The City of Truth or Consequences makes hiring decisions based solely on qualifications, merit, and business needs at the time.
I have read the above Written job description, I understand the demands and expectations of the position described and to the best of my knowledge believe I can perform these duties.
I understand that this is a uniformed fulltime position in compliance with FLSA (Fair Labor Standards Act).
Name\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Job Type: Full-time Pay: $18.
47 - $19.
60 per hour Benefits: * Dental insurance * Employee assistance program * Health insurance * Life insurance * Paid time off * Retirement plan * Vision insurance Schedule: * 8 hour shift * Day shift * Monday to Friday Experience: * Microsoft Excel: 1 year (Preferred) * Microsoft Powerpoint: 1 year (Preferred) Ability to Relocate: * Truth Or Consequences, NM 87901: Relocate before starting work (Required) Work Location: In person