Deputy Clerk

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.

• 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.
• Assist Village Clerk in maintaining official Village records of meetings and official actions.
• 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.
• Implementation of Records Retention Schedule for the Clerk's Office.
• Responsible for reporting and maintaining Vehicle Registrations and Insurance for all Village Properties, Vehicles, and Equipment.
• 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.
• 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.
• Regular attendance is an essential function of this job to ensure continuity of services
• Standardizing the naming and indexing of all records to manage the records throughout their lifecycle.
• Oversees and coordinates records set for destruction or accession.
• 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.
• 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.
• Assist with election school for precinct workers, including PowerPoint presentation, scheduling of school, and conduction of the presentation.
• 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.
• Assists or drafts documents for Village Council such as but not limited to agendas, ordinances, resolutions, proclamations, and any correspondence related to those items.
• Attends 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, transcribes the minutes for those meetings, processes meeting notices and publications, and organizes Council agenda meeting packets.
• Records all RWWTP-TUB and Consolidated Joint Dispatch meetings, notices, etc.
• Trains other staff on NOVUSAGENDA and Laserfiche
• Assists the Council's appointment process for the Village's various citizen's boards and commissions.
• 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.
• Assist 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,…