DESCRIPTION:
Under general supervision, performs daily work assignments for the Clerks Division of the Administration Department, in accordance with the Employee Manual, Department Policies and Procedures, City of Alamogordo Ordinances, Inspection of Public Records Act (IPRA) and any other applicable State or Federal authority.
RECRUITMENT QUALIFICATIONS:
Required:
  • High school diploma or GED equivalent;
  • At least two (2) years of experience with records management;
  • At least one (1) year of administrative experience;
  • At least one (1) year of customer service experience;
  • Ability to obtain Notary Public within sixty (60) days of hire;
  • Ability to type accurately at a speed of at least 35 words per minute (may be verified by testing);
  • Valid New Mexico Driver’s License, or the ability to obtain within 60 days, with a driving record acceptable to the City of Alamogordo (valid out-of-state license may be considered);
  • Or any equivalent combination of education, experience, and training which provide the required knowledge, skills, and abilities.
 Desired: 
  • Electronic imaging experience.
  • Knowledge of records management systems (QUESTYS).
ESSENTIAL DUTIES:
  • Oversees the storage, indexing, and destruction of City records, ensuring that all record-keeping practices comply with pertinent Municipal and State regulations;
  • Maintains the Records Management program for the City, includes department files, completing related forms, updating files, and examining City records to assign retention and destruction dates in accordance with the City's retention and disposition schedules;
  • Logs, scans, electronically files, enters data on computer, files Ordinances, Resolutions, Agreements, Correspondence, Certificates of Liability Insurance, Permits, Licenses, Easements and Deeds, Claims, and Public Service Announcements;
  • Enters Ordinances, Resolutions, Agreements, Minutes, Canvass of Election, Notice and Release of Liens on QUESTYS;
  • Assists with Outlook calendar for scheduling use of Commission Chambers, Administrative Conference Room and Administration vehicles;
  • Professionally greets the public in person and on the telephone, provides general information, answers questions, and directs individuals to appropriate party;
  • Assists in processing all Requests for Public Records, including researching, gathering the appropriate information, obtaining approval by the City Attorney when needed, and releasing the records to the requestor within a specified time frame according to the Inspection of Public Records Act;
  • Assists in keeping the City Clerk and City of Alamogordo Public Library code books updated as new City Ordinances are codified; 
  • Processes check requests for payment and then takes all documents to the Otero County Clerk that require filing;
  • Answers questions and relays Ordinances, policies, and procedures information as necessary to the public;
  • Notarizes documents as required;
  • Prepares obsolete records for destruction in accordance with the New Mexico Municipal Records Retention Schedule;
  • Collects, indexes, and enters departmental boxes for archiving in accordance with the New Mexico Municipal Records Retention Schedule;
  • Witnesses the destruction of obsolete records and prepares a list of such records;
  • Organizes the storage of records according to destruction dates;
  • Files, indexes, and catalogs stored records to ensure timely retrieval; retrieves items from storage as needed;
  • Monitors and works with City departments to ensure compliance with record retention schedules;
  • Transfers all records (current and historical) to electronic media and maintains an index of all records;
  • Assists with day-to-day tasks involved in the operation of the City Clerk's office;
  • Safely operate a motor vehicle;
  • Contributes to a high-quality work culture through participation in training and mentoring to develop skills, including safety related training and skills;
  • Interacts professionally and provides excellent customer service to all levels of City staff and citizens, to ensure high operational and service standards; and
  • Performs duties in accordance with the Employee Manual, Department Policies and Procedures, City of Alamogordo Ordinances, and any applicable State or Federal authority.
 OTHER IMPORTANT DUTIES
  • May be required to attend meetings outside of normal business hours;
  • Performs, when assigned, the duties of the Administrative Assistant in that person’s absence, including but not limited to, answering the telephones, typing letters, taking massages, emailing, sending and distributing mail, processing permits, business registrations, and commercial solicitor’s licenses, logging incoming postal boxes, and handling requests from the public;
  • Must obtain and maintain required license(s) and/or certification(s);
  • Maintains the confidentiality of information obtained during performance of duties; and
  • Performs such other duties as may be assigned.
The duties listed above 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. 
 
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:  
  • City Ordinances and the Municipal Code;
  • City policies and procedures;
  • Open Meetings Laws and Regulations;
  • Inspection of Public Records Act;
  • QUESTYS software or similar imaging software;
  • City and State regulations related to the storage and retention of City records;
  • Methods of transferring records to computer;
  • New Mexico Municipal Records Retention Schedule; and
  • Proper filing, storage, and destruction of records.
 Skill/Ability to
  • Demonstrate proficiency in both oral and written communication; understand and follow instructions;
  • Maintain complete and accurate records for the City;
  • Provide excellent customer service to all contacts in a high volume atmosphere;
  • Operate computer using word processing software including but not limited to, Word, Excel, Adobe Acrobat Pro, data inquiry software and imaging software;
  • Utilize job specific Office software; 
  • Organize a large number of records effectively;
  • Operate standard office equipment, including copier, printer, document scanner, fax machine, and postage meter;
  • Work independently;
  • Coordinate several tasks simultaneously under time constraints; 
  • Demonstrate time management, organizational skills and meet deadlines;
  • Be detail oriented;
  • Maintain confidentiality; and
  • Establish and maintain effective working relationships with co-workers, other Cities, County, State, and Federal employees, vendors, the media, and the public.
WORK ENVIRONMENT:
  • Work is generally performed in a typical office environment; the noise level is usually quiet;
  • Will require moderate physical exertion, including sitting for extended period, standing, bending, squatting, reaching, and climbing step ladders;
  • Must be able to lift and/or move up to fifty (50) pounds with or without assistance; and
  • Required to wear personal protective equipment (PPE) appropriate for job assignments, if applicable.
 

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