The Village of Cloudcroft, NM has an immediate opening for Municipal Clerk/Administrator. This is a full-time position. This position requires limited supervision and shall be responsible for the proper and efficient administration of the office of the Municipal Clerk.
The successful candidate must have high energy, be willing to learn, be a resolute team leader, be a strong collaborator, and be able to achieve high standards of customer service. The position requires collaborating directly with elected officials, the public and other staff employees, and volunteers. This position requires proficiency in customer service.
Starting wages between $55,000 and $80,000 annually depending on experience with an excellent benefits package and PERA retirement. Applications will be received until the positions are filled.
For more information, call Mayor King, at 575-295-3235
In addition to filling out the form on the right and uploading a resume, CV, etc. Please fill out the detailed Survey about the Clerk/Administrator position HERE . NOTE: THE SURVEY IS EXTENSIVE AND WILL TAKE SOME TIME TO COMPLETE.
201 Burro, Cloudcroft, NM
Job Title: Municipal Clerk/Administrator
Department: Clerk’s Office
Location: Village Hall, 201 Burro Ave, Cloudcroft NM
Exempt: Yes (X) No ()
Safety Sensitive: Yes () No (X)
Date: January 24, 2025
(XX) Full-time
CLASSIFICATION SUMMARY:
This is an appointed position by the Governing Body and reports to the Village Mayor (per the personnel policy), and to the Council. This position provides administrative oversight for the meetings of the Village Council; maintains official Village records of meetings and official actions; provides for the security, accessibility, retention, and destruction of all Village records; provides administrative support for the Village Council; ensures compliance with State of New Mexico Open Meetings Act and Inspection of Public Records Act; Exempt from FLSA.
DUTIES AND RESPONSIBILITIES:
The essential functions or duties listed below are intended only as illustrations of the diverse 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.
- Prepare Council meeting agendas in ArcGIS Online automated system.
- Coordinate the enforcement of Council’s deadlines for agenda process with the Mayor.
- Assist Council members, management, legal, staff, etc. prior to meetings with questions, information requested, research, etc. for agenda items.
- Coordinate with Department Directors to input, review, edit, and finalize agenda memos and backup documentation.
- Download and distribute electronic agenda packets to Council members, media, department directors, administrative staff, public, and others as requested.
- Review complete ArcGIS Online agenda, forms, dashboards, surveys and homepage workflow and encourage timely processing of items.
- Execute and process actions of the Governing Body as part of the Council meeting follow-up process.
- Serve as Parliamentarian for all Council meetings.
- Assist with drafting of documents needed for Village Council meetings, such as ordinances, resolutions, and contracts.
- Attend all Council meetings, record meetings, and transcribe minutes, unless assigned to the Deputy Clerk.
- Coordinate and publish Council meeting notice preparation and posting to ensure compliance with open meeting laws.
- Prepare legal task orders to request needed actions from Village Attorney.
Provide administrative support to the Village Council.
Charged with responsibility of maintaining confidentiality and assist with confidential matters as requested - Prepare final documents for Mayor’s signature.
Attest to Mayor’s signature and certify authenticity of official documents.
Research past official Council and staff actions for the Village Council, Management, other departments, and the public. - Serve as Records Custodian for the Village of Cloudcroft.
- Oversee the Deputy Clerk’s responsibility in her role in the Records Management
- Plan/Program.
- Attend Records Management Trainings (i.e. IMC, NMMCFOA, ARMA, etc.).
- Coordinate with the various Department-designated Record Managers to comply with the Village’s records retention schedule, identification of records for destruction, procedures to destroy, etc.
- Provide Records Management training to Village of Cloudcroft Departments.
- Process Planning documents such as setback variance agreements, easements, plats, etc. for Mayor’s signature and attestation.
Record various Village of Cloudcroft records and documents with the County.
Research records/documents such as minutes, ordinances, resolutions, etc. for management, legal, staff, Council members, public, etc. as required. - Administer the supplementation of Municipal Code of Ordinances and management of electronic Code as directed by Council.
- Maintain official books of Council Ordinances, Resolutions and Minutes.
Acts as an Administrator of Laserfiche/ArcGIS Online electronic document management system. - Identify and manage vital records.
- Oversee and coordinate the scanning Ordinances, Resolutions and Minutes into the ArcGIS Online document management system.
Index Council minutes, ordinances and resolutions for ease of retrieval. - Maintain all original agreements of the Village of Cloudcroft, including those less than $60,000.
- Oversee preparation of agreements spreadsheet/online feature service as maintained by the Deputy Clerk.
- Oversee the communication of monthly renewal agreement notifications to all departments via e-mail, outlook calendar, etc.
- Review and verify utility municipal leins for execution and filing at the County.
- Address and process requests for public information, coordinate with corresponding Village Department.
- Meet with members of the public to review records.
- Forward completed IPRA requests to Deputy Clerk to log and file.
- Respond to public inquiries directed to the Office of the Village Clerk.
- Provide copies of Village records as requested.
- Prepare, review, verify and sign all Permits and Special Event applications.
- Issue Special Event permit certificates.
- Prepare and submit notices and publications for public hearings to Newspaper according to proper and State Statute mandated timelines.
- Prepare notifications, invoices and certificates for renewal liquor licenses as required by State Statutes.
- Coordinate meeting date for public hearing, publish public hearing, issue Village invoice and certificate of new liquor licenses upon Council approval.
- Prepare and submit final liquor license paperwork to State of New Mexico Liquor
Licensing Department.
- Serve as liaison to Village Lodgers Tax Committee (LTC).
- Coordinate with Lodgers Tax Chairperson to establish agenda notices, packets, documentation, conduct of meetings, etc. for regular and special public meetings.
- Maintain records for Lodgers Tax Committee, such as agenda notices, minutes, meeting packets, agreements.
- Transcribe all Lodgers Tax Committee minutes, unless otherwise assigned to the Deputy Clerk.
- Coordinate new lodgers’ tax funded agreements and those pending renewal.
- Assist Mayor and Councilors with understanding of their roles and responsibilities as it affects governance and communication.
- Provide guidance on rolling quorums, electronic communication between members of the Governing Body, conduct of meetings, etc.
- Formulate and recommend policies and procedures regarding the administration of meetings, records management, codification of ordinances, liquor licenses, and the
Serve on internal and/or administrative Village of Cloudcroft Committees as assigned.
- Facilitate media requests for general information, Council actions, etc.
- Provide notary public services to staff and general public.
- Assist the Mayor with the Council’s appointment process for the Village’s various Boards and Committees.
- Prepare agenda memo in Microsoft 365 for appointments.
- Prepare and send letters of appointment.
- Ability to multitask and work effectively with many issues and deadlines.
- May be required to travel for training meetings, etc.
Although may work a regular schedule, this position is not a typical 40 hour work week. It may require work long hours, weekends, and holidays and may be called in when needed.
MINIMUM QUALIFICATIONS:
- A bachelor’s degree in business, public administration preferred but not required.
- Two years professional experience in a Municipal Clerk’s office.
- Excellent communication and organizational skills required.
- Possess demonstrated personal computer skills within Microsoft Windows 365 environment and have familiarity with ESRI ArcGIS Online and other software or programs that support the Village.
- Licenses and/or Certifications
Be a Certified Municipal Clerk or obtain Certification as a Municipal Clerk within 4 years of date of hire. - Must be able to pass criminal history checks and be willing to take and pass a drug/alcohol test and comply with the agency “Drug Free” Policy.
- 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. MVR background checks may be conducted by the agency.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of the Village of Cloudcroft Municipal Code; Municipal Records Retention and Disposition Schedule; government record retention requirements, practices and procedures; State of New Mexico Inspection of Public Records Act; State of New Mexico Open Meetings Act; State of New Mexico Election Handbook; Robert’s Rules of Order Newly Revised 10* Edition for Parliamentary Procedures; Village Council meeting procedures and forms of documents; state and local statutes and codes relating to the duties and responsibilities of the Village Clerk; the general operations of the Village of Cloudcroft;; the principals and practices of employee supervision and training; the Village of Cloudcroft policies and procedures regarding budgeting and tax collection; contract administration.
Skill in managing the daily operations of a Municipal Clerk’s office; preparing minutes of official proceedings; implementing records retention schedules and records indexing systems; monitoring revenues and expenditures; establishing and maintaining routine working relationships with citizens, outside agencies, and employees; personal computer skills; electronic document management skills; electronic voting equipment skills.