Deputy Clerk

About the role

The Deputy Clerk assists and represents the Village Clerk in various administrative functions directly related to the Clerk's Office duties and responsibilities. The position includes supporting the Clerk in maintaining official Village records, managing records retention, and overseeing the dissemination of public records.

Responsibilities

• Assist Village Clerk in maintaining official Village records of meetings and official actions.
• Oversee the recording of official documents with the County Clerk's Office, including municipal liens, property easements, setback variance agreements, delinquent lodger taxes, vendors, etc.
• Implement Records Retention Schedule for the Clerk's Office.
• Responsible for reporting and maintaining Vehicle Registrations and Insurance for all Village Properties, Vehicles, and Equipment.
• Aid in advising all departments regarding compliance with the State of New Mexico Records Retention Schedule to provide and maintain security, accessibility, retention, and destruction of all Village records.
• Assist in capturing all records of the Clerk's Office and the Governing Body into the Laserfiche Document Management System, including scanning, snap-shooting, and importing records.
• Standardize the naming and indexing of all records to manage the records throughout their lifecycle.
• Coordinate the dissemination of public records to the Village website, including links and archives of documents on the Village Clerk's Office webpage, such as minutes, resolutions, ordinances, applications, meeting packets, Council roster, public information request forms, etc.
• Aid in the administration of regular and special municipal elections, and any ballot questions, including assisting in the preparation of election calendars, ordinances, resolutions, and other official documents to comply with legal deadlines.
• Assist with election school for precinct workers, including PowerPoint presentation, scheduling of school, and conducting the presentation.
• Perform a wide variety of clerical activities for the Village Clerk, including filing, making copies, sending faxes, letters, memorandums, notices from written or verbal requests, reviewing documents for accuracy and completeness, etc.
• Assist or draft documents for Village Council such as but not limited to agendas, ordinances, resolutions, proclamations, and any correspondence related to those items.
• Attend Council meetings, workshops and other Boards and Commissions meetings as directed by the Village Clerk.
• Assist in recording all Council meetings and other Village Boards and Commissions meetings as directed by Village Clerk, transcribing the minutes for those meetings, processing meeting notices and publications, and organizing Council agenda meeting packets.
• Record all RWWTP-TUB and Consolidated Joint Dispatch meetings, notices, etc.
• Train other staff on NOVUSAGENDA and Laserfiche.
• Aid in the Council's appointment process for the Village's various citizen's boards and commissions.
• Aid with future automation of the Village Clerk's Office, including learning Laserfiche Document Management System software, agenda automation, Tyler software and other software or technological advancements that will assist the Clerk's Office in becoming more efficient and cost-effective.
• Aid with providing information for website updates, including updates for the Village Clerk's Office portion on the Village of Ruidoso website.
• Demonstrate continuous effort to improve operations, streamline work processes and work cooperatively and jointly with customers, other staff, vendors, etc.

Qualifications

• Associate Degree in Business, Public Administration, or Records Management plus 2 years of clerical experience; or, High School Education, or equivalent, plus 4 years of clerical experience required.
• Two years of municipal experience preferred.
• Registration as a Certified Municipal Clerk is preferred.
• Licenses and/or Certifications: If not a Registered Certified Municipal Clerk, then Certification must be received within (4) four years from date of hire. Notary Public certification is required and must be received within (1) one year from date of hire.
• Must possess and maintain valid New Mexico motor vehicle operator's permit of appropriate classification and endorsement as required.
• Must agree to maintain a satisfactory MVR and minimum requirement of insurability as required by law.