DEPUTY CITY CLERK

GENERAL Under general supervision, the Deputy City Clerk serves as the principal assistant to the City Clerk.

Requires the performance of responsible administrative and clerical work in maintaining the official records of the City.

The employee works with considerable independent judgment, subject to general direction and review by the City Clerk.

Evening hours are required for Commission meetings and other related duties.

Performs other related work as may be required for the position.

* ESSENTIAL DUTIES * Provides the first level of supervision and oversight of duties of the Assistant Deputy Clerk, Clerk Record Specialist and Assistant Clerk positions and any other assigned positions.

Provides training for new employees.

* Verifies employee timesheets for the Clerk's Office.

Assists in the hiring process for positions in the City Clerk's Office.

Completes personnel evaluations using designated software.

* Coordinates and reviews the work plan for assigned staff; assigns work activities and projects; reviews and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.

* Provides planning, organizing, and coordination of projects for the City Clerk's Office.

* Performs highly responsible, confidential, and complex administrative and clerical duties in support of assigned department director; recommends and implements improvements in workflow, procedures, and use of equipment and forms.

* Serves as support staff in preparing the agenda and packet for the City Commission and Lodgers' Tax Board meetings using designated software.

Technical preparation, recording, and transcribing of proceedings of official meetings and public hearings of the City Commission and Lodgers' Tax Board meetings.

Supervises and administers the meeting management system for the Commission meetings.

* Oversees and coordinates activities related to the development and administration of the department's annual budget.

Tracks issuance of requisitions, purchase orders, expenditures and processes invoices for payment for the Clerk's Office.

* Facilitates the procurement of all materials and supplies for the department.

* Assists in the development and implementation of the department's goals, objectives, policies, procedures and work standards.

* Assists the City Clerk in the administration and/or conduct of elections through the County Clerk's Office * Assists in coordinating research requests and Inspection of Public Records Act requests.

* Balances and settles daily cash drawer.

* Provides notary public services for City documents, staff required documents and for requests by the general public.

* Responds to inquiries from citizens and/or other departments via telephone, email or in-person.

* Oversees the issuance and tracking of business registrations, annual renewal process, licenses, and various permits.

* Assists as a custodian of cemetery records and maintains the filing system.

Finalizes cemetery deeds, obtaining proper signatures, and ensures lot sale was handled appropriately.

* Assists in maintaining all official municipal records and archives; reviews and approves transmittals for storage and destruction; ensure compliance with state and local laws; provide or coordinate records retention training.

Processes approved ordinances to be codified.

* Serves as backup to the City Clerk as needed ensuring office duties at all levels are being performed.

Serves as backup to office staff as needed including answering the phone and assisting customers.

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 NON-ESSENTIAL DUTIES May serve on various employee committees, as required and assigned.

This position is subject to the City of Hobbs' Drug and Alcohol Testing Policy which includes one or more of the following: pre-employment testing, post-accident testing, random testing, reasonable suspicion testing, return to duty testing, and follow-up testing.

MINIMUM QUALIFICATIONS Education and Experience: * Graduation from high school or GED equivalent required.

* Five (5) years of increasingly responsible administrative experience with varied clerical, public contact and technical office management work required.

* Supervisory experience preferred.

Skills, Knowledge, and Abilities: * Strong organizational skills * Effective communication skills, both written and verbal * Ability to perform duties with a high degree of attention to detail and accuracy * Knowledge of records management principles and practices * Ability to work independently and as part of a team * Proficiency in using computer software and technology * Ability to perform a variety of duties and responsibilities * Ability to assess and prioritize multiple tasks, projects, and high demands to meet critical deadlines * Ability to understand municipal budget preparation and expenditures * Ability to supervise and train staff members * Ability to conduct performance evaluations * Ability to understand relevant City, County, State and Federal laws, rules and regulations * Ability to establish and maintain effective working relationships with co-workers and elected City officials * Ability to serve and provide high-quality customer service to the general public LICENSING AND CERTIFICATIONS Valid state-issued driver's license.

Ability to obtain notary public certification.

Ability to obtain a Certified Municipal Clerk (CMC) Certification 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.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, stand, talk and hear.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The office environment is generally busy.