Deputy Clerk

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 records management, publishes, records, and transcribes meetings for Council and other Boards and Commissions. The role requires maintaining confidentiality, being well‑organized, and communicating effectively with all staff and the public.

This full‑time non‑exempt position reports to the Village Clerk. It may require flexible hours, including evenings, early mornings, lunch periods, extended hours, and weekends, to accommodate Council meetings. Regular hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., but the schedule may be adjusted as departmental needs dictate. The incumbent must be able to perform each essential function satisfactorily.

• Perform a variety of administrative support activities to assure efficient and effective operations and positive customer relations; assume operational functions of the Office in the absence of the City Clerk to provide timely services.
• Assist the Village Clerk in maintaining official Village records of meetings and official actions.
• Oversee recording of official documents with the County Clerk’s Office, including municipal liens, property easements, setback variance agreements, delinquent lodging tax vendors, etc.
• Implement the Records Retention Schedule for the Clerk’s Office.
• Report and maintain vehicle registrations and insurance for all Village properties, vehicles, and equipment.
• Advise all departments regarding compliance with the State of New Mexico Records Retention Schedule to ensure security, accessibility, retention, and destruction of all Village records.
• Assist in records management by capturing all records of the Clerk’s Office and the Governing Body into the Laserfiche Document Management System, including scanning, photographing, and importing records.
• Ensure regular attendance to maintain continuity of services.
• Standardize naming and indexing of all records to manage them throughout their lifecycle.
• Oversee and coordinate records set for destruction or accession.
• Coordinate dissemination of public records to the Village website, including links and archives of documents on the Clerk’s Office webpage.
• Assist with the administration of regular and special municipal elections, ballot questions, election calendar, ordinances, resolutions, and other official documents.
• Assist with election school for precinct workers, PowerPoint presentation, scheduling, and presentation.
• Perform a wide variety of clerical activities for the Village Clerk, including filing, making copies, sending faxes, letters, memorandums, notices, and reviewing documents for accuracy and completeness.
• Draft documents for Village Council such as agendas, ordinances, resolutions, proclamations, and related correspondence.
• Attend Council meetings, workshops, and other Boards and Commissions meetings as directed.
• Record all Council meetings and other Village Boards and Commissions meetings, transcribe minutes, process meeting notices and publications, and organize Council agenda packets.
• Record all RWWTP‑TUB and Consolidated Joint Dispatch meetings, notices, etc.
• Train other staff on NOVUSAGENDA and Laserfiche.
• Assist the Council’s appointment process for the Village’s various citizen boards and commissions.
• Assist future automation of the Clerk’s Office, including learning Laserfiche, agenda automation, Tyler software, and other technological advancements.
• Assist with providing information for website updates.
• Demonstrate continuous improvement to streamline work processes and collaborate with customers, staff, and vendors.