JOB The Deputy Clerk assists and represents the Village Clerk in various administrative functions directly related to the Clerk's Office duties and responsibilities. The Deputy Clerk assists with the records management and publishes, records and transcribes a variety of meetings for Council and other Boards and Commissions. Must maintain confidentiality of Village Clerk's Office, Village Council, and Management staff. Must be well organized and able to communicate effectively with all staff. Must have a positive attitude and be able to handle various requests from the Village Clerk, Governing Body, Department Directors, co-workers, and public during the workday.
This is a full-time non-exempt position reporting to the Village Clerk. Must be able to adapt to flexible work schedules as established by management based on evening Council meetings and a willingness to maintain flexible work hours, which may include early morning, evening, lunch, extended hours and weekends. Regular work is Monday through Friday from 8:00 a.m. to 5:00 p.m., which is a 40-hour work week, and the schedule may be adjusted based on the needs of the department. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. EXAMPLE OF DUTIES
ESSENTIAL JOB FUNCTIONS
The essential functions or duties listed below 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.
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Performs a variety of administrative support activities to assure efficient and effective operations and positive customer relations; assumes operational functions of the Office in the absence of the City Clerk to provide timely services.
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Assist Village Clerk in maintaining official Village records of meetings and official actions.
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Oversees the recording of official documents with the County Clerk's Office including, but not limited to municipal liens, property easements, setback variance agreements, delinquent lodgers tax vendors, etc.
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Implementation of Records Retention Schedule for the Clerk's Office.
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Responsible for reporting and maintaining Vehicle Registrations and Insurance for all Village Properties, Vehicles, and Equipment.
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Assist 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.
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Responsible for assisting in Records Management by 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.
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Regular attendance is an essential function of this job to ensure continuity of services
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Standardizing the naming and indexing of all records to manage the records throughout their lifecycle.
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Oversees and coordinates records set for destruction or accession.
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Coordinate the dissemination of public records to the Village website including, but not limited to links and archives of documents on Village Clerk's Office webpage, such as minutes, resolutions, ordinances, applications, meeting packets, Council roster, public information request forms, etc.
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Assist with the administration of regular and special municipal elections, and any ballot questions, including assisting in the preparation of election calendar, ordinance, resolutions, and other official documents to comply with legal deadlines.
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Assist with election school for precinct workers, including PowerPoint presentation, scheduling of school, and conduction of the presentation.
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Performs a wide variety of clerical activities for the Village Clerk including, but not limited to filing, making copies, sending faxes, letters, memorandums, notices from written or verbal requests, reviewing documents for accuracy and completeness, etc.
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Assists or drafts documents for Village Council such as but not limited to agendas, ordinances, resolutions, proclamations, and any correspondence related to those items.
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Attends Council meetings, workshops and other Boards and Commissions meetings as directed by the Village Clerk.
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Assist in recording all Council meetings and other Village Boards and Commissions meetings as directed by Village Clerk, transcribes the minutes for those meetings, processes meeting notices and publications, and organizes Council agenda meeting packets.
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Records all RWWTP-TUB and Consolidated Joint Dispatch meetings, notices, etc.
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Trains other staff on NOVUSAGENDA and Laserfiche
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Assists the Council's appointment process for the Village's various citizen's boards and commissions.
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Assist 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 advancement that will assist the Clerk's Office in becoming more efficient and cost-effective.
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Assist with providing information for website updates, including updates for the Village Clerk's Office portion on the Village of Ruidoso website.
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Demonstrate continuous effort to improve operations, streamline work processes and work cooperatively and jointly with customers, other staff, vendors, etc.
Other Responsibilities or Job Requirements
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Must maintain a high level of computer abilities and keep up with changing technology.
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Completes personal timesheet accurately and timely. Ensures time is reported based on actual time worked.
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Maintain confidentiality of Village Clerk's Office, Village Council, and Management staff.
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Adheres to safety practices and standards, attends safety meetings and trainings.
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Ensures that any on-the job injury is reported immediately and followed up with appropriate forms
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Reports any suspected fraud and/or abuse to the Director or Village Manager.
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Ensures any reports of harassment are immediately reported to supervisor.
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The above statements are not a complete list of all responsibilities and duties performed by employees in this job. Employees may perform other related duties and special projects as assigned.
Physical Demands
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Ability to maintain physical condition and stamina appropriate to the performance of assigned duties and responsibilities which may include sitting, standing, or walking for extended periods of time, driving or riding in vehicles.
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The usual requirements in an office environment may require lifting boxes of supplies, equipment and occasional adjustment of office furniture.
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Occasional pushing, pulling, lifting and/or moving up to 25 pounds.
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Occasional squatting or bending required.
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Frequently required to sit, talk, hear, walk, use hands to finger, handle, or feel objects, tools, or controls, and reach with hands and arms.
Work Environment
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Possess ability to adapt to inclement weather conditions and/or situations.
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Ability to drive, occasionally long distances.
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Ability to perform duties and adapt to flexible work schedules as established by management based on evening Council meetings and a willingness to maintain flexible work hours, which may include early morning, evening, lunch, and weekend hours.
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Noise level could be moderate to loud in work environment.
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Ability to work in stressful environment and deal effectively with stress.
SUPPLEMENTAL INFORMATION
Considerable Knowledge of: State and Federal laws, statutes, rules, ordinances, NM Open Meeting Act; NM Inspection of Public Records Act; Parliamentary Procedures; codes and regulations governing Village government administration and municipal elections and related processes; principles and techniques of current office management practices and procedures; customer service and effective communication principles, standards, and methods; principles and practices of records retention, record keeping, and records management; methods and standards for preparing business correspondence, appropriate business English, spelling, grammar, punctuation, proofreading and editing; modern office equipment, business and personal computers, business office software applications, and report generation; Village organization and related regulations, ordinances, resolutions, operations, policies and procedures to effectively perform the required functions and duties of the position.
Skills in: understanding and applying statutory standards and procedures, and applicable Federal rules and regulations; using initiative and independent judgment within established procedural guidelines; reading, understanding, and applying policies, procedures, and applicable rules and regulations; assessing needs, developing, recommending, and implementing effective solutions; researching, analyzing, and synthesizing data, evaluating alternatives and making logical recommendations based on findings; preparing accurate reports and appropriate business correspondence; updating and maintaining information, files, and records in various formats and mediums with speed and accuracy; reviewing, evaluating, and verifying various records and documentation; operating standard office equipment and a personal computer with installed generic and specialized software; preparing and presenting information in a clear and concise manner; demonstrating effective interpersonal communication skills, building consensus among groups or individuals, and conflict resolution; maintaining objectivity and freedom from prejudice, and exercising judgment and understanding in daily interactions with customers.
Ability to: perform a variety of duties and responsibilities and assess and prioritize multiple tasks, projects, and demands to meet critical deadlines; ensure appropriate levels of customer service to achieve expectations and meet objectives; read, understand, and assure compliance with a variety of policies, procedures and regulations governing related activities, programs, and functions; research and compile applicable information and maintain accurate records; maintain confidentiality of sensitive information and data; accurately transcribe minutes of official meeting proceedings; communicate effectively with all levels of employees and management and appropriately in verbal and written forms using correct business language, including spelling, grammar, and punctuation; prepare and present accurate and reliable reports containing findings and recommendations; review documents and extract relevant information; performs routine mathematical calculations such as addition, subtraction, multiplications and division; establish and maintain effective and appropriate working relationships with employees, other agencies, and the public; firmly and impartially lead and direct the activities of staff; present a positive image; timely and accurately enter data and generate reports using a personal computer with basic and specialized software applications in performing daily functions. understand and carry out instruction and procedures with minimal supervision.
Closing Statements
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Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position.
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In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services.
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This job description is subject to change as the needs of the organization and Department change or the requirements of this position change.
