City of Española

405 Paseo De Oñate, Española, NM 87532 505-747-6100 Fax 505-747-6084

The City of Española is seeking to hire the following position: POSITION: STATUS: DEPUTY CITY CLERK FULL TIME – CLASSIFIED DEPT: CITY CLERK FLSA: NON-EXEMPT

SUMMARY: Under the supervision of the City Clerk, the Mayor, may designate other municipal employees or authorize hiring municipal deputy clerks who shall have the right and obligation to perform all the duties of the City Clerk, including but not limited to the duties created in Municipal Election Code (Chapter 3, Article 8 and 9 NMSA 1978). The Deputy City Clerk shall provide direct and general administrative support to the Mayor, City Manager and City Clerk. The Deputy City Clerk serves to augment the position of the City Clerk, responsible to record, keeping in custody of all minutes, ordinances and resolutions approved by the governing body. Custody of a municipal records, consist of public and sensitive documents. Excellent written and oral communicative skills are required for interaction with the public, constituent and other professional agencies. The Deputy City Clerk shall be performed under minimal supervision and is evaluated, performance based by the City Clerk. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Provide Constituent Services – reception of citizens who seek help with city services, wish to file a complaint, report an incident, or arrange a meeting with the Mayor or City Manager. Create and maintain a system to document, delegate, track and report on complaints. Work with department heads to schedule meetings to address issues. Maintain City Manager’s Budget – manage accounts payable out of the city manager’s budget, including initiating purchase requisitions, preparing vouchers, and reconciling monthly expenditures. Liaison for City Officials – serves as liaison between city officials, organizations, departments, and specific groups as may be required. Counsels elected and appointed city officials concerning public relations aspect of policies, practices, procedures, programs, and actions. Interprets the actions and opinions of city management to specific groups, and reports to the elected and appointed city officials the perceptions, opinions, and actions of specific groups. Program/Project Management – serves as program/project manager for administrative actions as may be required. Coordinate with department heads to accomplish goals of program or project. Ability and knowledge to serve as City Clerk in the absence of the Clerk and provide assistance to Clerk as required. Maintain Public Information – update and maintain information distributed to the public via newsletter, electronic message board, website, or as otherwise directed by the City Manager or City Clerk. OTHER DUTIES: 1. Provide assistance as needed with Municipal Elections and Records Management. 2. 3. 4. 5. Scheduling of appointments for Mayor and City Manager Answering, screening and prioritizing of phone calls Public information distribution such as press releases, notices of town hall meetings, and upcoming major events to the general public and news media Correspondence, filing and delegation

6. 7. 8.

Reception of visitors Scheduling of travel arrangements Preparation of strategic plans, reports and other electronic and printed material

ADDITIONAL KNOWLEDGE REQUIRED BY THE POSITION: Considerable knowledge of principals, practices and methods of public relations, public information, and media requirements; desktop publishing and word processing; laws, rules, and regulations regarding open records and open meetings. Ability to write clear and concise news releases and articles for government officials; to establish and maintain an effective working relationship with the news media, department heads, City Manager, City Council, the public, and other employees; to coordinate multiple projects and programs and provide reports to city administration; to communicate effectively, both orally and in writing; to utilize a computer, camera, copy machine, scanner, network and standard office equipment; to maintain records and files; to speak before groups of people; Extensive knowledge of New Mexico municipal laws, practices, and organization. MINIMUM QUALIFICATIONS: Associate degree (A.A.) from an accredited University, plus two (2) or more years related experience and/or training; or equivalent combination of education and experience totaling four (4) years. Must possess and maintain a valid driver’s license. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required; must have knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software; be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands; have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy. Ability to perform each essential duty satisfactorily; to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagram, or schedule form; to define problems, collect data, establish facts, and draw valid conclusions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Primarily performs duties indoors. Employee performs duties in a temperature controlled environment while working indoors. Must be adaptable to multi-task and adapt with frequent interruptions, deadlines and details involving ongoing external audits, requests, and departmental obligations. WORK ENVIRONMENT Work is performed in a drug, alcohol, and smoke free environment, which requires all employees to comply. It requires long sessions of sitting and sometimes may require long sessions of standing. Employee may be required to work extended hours beyond an eight (8) hour shift, to include weekends. Potential hazards of the job include some stress management, various levels in dealing with the public and personnel. Must be careful and alert when performing duties and be able to work under some stressful conditions; having ability to lift a minimum of 20 LBS. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DEADLINE: 06/27/2012

SALARY $27,040 - $33,280 annually with excellent benefits Submit City of Española Application or Resume, Letter of Interest, and three (3) Professional References to: Human Resources Department 405 N. Paseo De Onate Española, NM 87532 City of Española is an Equal Employment Opportunity Employer

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